Project Administrator

• Provide comprehensive administrative support to the Project Manager and project team, including senior engineers and analysts.
• Prepare, proofread, and format a variety of technical and confidential documents, reports, and correspondence.
• Coordinate the creation and timely submission of monthly and commission reports, tracking critical documents through approval stages.
• Organize meetings, manage calendars, and ensure the Project Manager's schedule is optimized for efficiency.
• Maintain accurate and up-to-date project files and documentation using the document control system.
• Assist in budget preparation by compiling reports, justifications, and presentation materials.
• Act as a liaison for internal and external communications, screening calls and emails, and directing inquiries appropriately.
• Support project tracking and follow-up systems to ensure timely responses and actions.
• Occasionally substitute for other administrative staff and assist with travel arrangements and expense forms.

• Communicate in a variety of mediums
• Maintain documentation and historical records
• Plan and organize activities / projects to meet section and organizational goals
• Use office technology, software and applications
• Understand and apply administrative policies, processes, and procedures

• Completion of a post-secondary college diploma or university degree in a related discipline (business, administration or a technical field), or an equivalent combination of education, training, and experience.
• Minimum 5 years of administrative experience, in a project management, engineering or technical environment preferably involving large construction projects or infrastructure projects.
• Strong understanding of administrative concepts and practices, with demonstrated ability to support senior leadership and technical project teams.
• Proficient in current computer software relevant to the role, including Microsoft Office (Word, Excel, PowerPoint), SharePoint, and document control systems.
• Proven ability to produce high-volume, high-quality work under tight deadlines, while managing multiple responsibilities with minimal supervision.
• Skilled in tracking and managing critical project documents through various approval stages and maintaining organized project files.
• Experienced in minute-taking and coordinating technical meetings.
• Excellent communication and interpersonal skills, with the ability to work collaboratively in a dynamic, team-oriented environment.
• Demonstrated initiative, attention to detail, and strong organizational skills in a dynamic and demanding setting.
• Preferred industry background includes project management, construction, design or similar technical fields.

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and making the most of the benefits of working remotely and purpose-driven in-person collaboration opportunities.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues' well-being

Toronto Transit Commission