Project Administrator

Position Overview

We are seeking a highly organized and driven Project Administrator to support our fire suppression and hydraulic operations. This role plays a key part in coordinating projects from start to finish, ensuring all system components, personnel, and logistics are aligned for successful execution in both shop and field environments.

The ideal candidate thrives in a fast-paced, industrial setting and brings strong administrative, coordination, and problem-solving skills. Experience working with mechanical systems, parts, or field service operations is considered a strong asset.

Key Responsibilities

• Provide administrative and clerical support to the management team
• Coordinate fire suppression and hydraulic projects, supporting leadership in planning, execution, and close-out
• Schedule field technicians and personnel based on project scope and timelines
• Coordinate travel logistics including flights, accommodations, and site access for field crews
• Maintain strong client relationships through clear, professional communication and ongoing project support
• Prepare and manage quotes, proposals, and project documentation, ensuring accuracy of parts, labor, and system components
• Source and procure fire suppression and hydraulic parts, components, and equipment required for projects
• Coordinate material logistics, ensuring all required components are available and delivered on schedule
• Track employee time and support accurate reporting for payroll and project costing
• Compile, analyze, and report on project performance, KPIs, and operational data
• Conduct weekly and monthly project analysis and reporting
• Organize and prepare for meetings, including agendas, documentation, and logistics
• Draft professional communications including reports, proposals, memos, and client correspondence
• Support strategic planning initiatives and continuous improvement efforts
• Be available for after-hours communication as required to support active field operations and project needs

Qualifications

• Previous experience in a Project Administrator, Project Coordinator, or similar role (industrial, mechanical, or construction environment preferred)
• Familiarity with fire suppression systems, hydraulic systems, or related mechanical components is a strong asset
• Strong organizational and time management skills with the ability to manage multiple projects simultaneously
• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint)
• Strong analytical and reporting skills
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and professionalism at all times
• Self-motivated with a strong attention to detail and accuracy

Key Competencies

• Ability to manage fast-paced, field-driven operations
• Strong problem-solving and critical thinking skills
• High level of accountability and reliability
• Effective communication with both field personnel and clients
• Strong attention to detail, especially with parts, systems, and documentation

Why Join Us

• Be part of a specialized team supporting critical fire protection and hydraulic systems
• Work in a dynamic environment where no two projects are the same
• Opportunity to grow within a skilled trades and industrial services company

Job Types: Full-time, Permanent

Pay: $65,000.00-$85,000.00 per year

Benefits

• Dental care
• Employee assistance program
• Extended health care

Work Location: In person