Colliers Project Leaders Inc.

  • Project Administrator

    Location CA-ON-Ottawa
    Job ID
    Project Management
  • Overview

    BE Totally Engaged. BE Collaborative. BE Part of the Team. Be all that and more at Colliers Project Leaders. Join our team as a Project Administrator in our Ottawa Office.  


    At Colliers Project Leaders, we help our clients succeed by helping them build amazing workplaces, businesses and communities. We do this by thinking differently, sharing innovative ideas and offering a unique and collaborative workplace where you can succeed.


    In this role, you’ll join an exciting, team of experts who lead building and infrastructure projects. Through our Get it Right Solution™, you’ll ensure we get it ready, get it built and get it performing -- so investors, owners and occupants are certain of success.


    With over 600 employees and 27 + office locations throughout Canada and the Middle East, Colliers Project Leaders offers a multi-cultural, multi-generational work environment where we cultivate excellence, develop leaders and deliver on our clients’ vision. Colliers Project Leaders is part of Colliers International Group Inc. (NASDAQ: CIGI; TSX: CIGI), an industry leading global real estate with more than 16,000 skilled professionals operating in 66 countries. To learn more about Colliers Project Leaders, visit




    The Project Administrator has primary responsibility for reporting on project progress as it relates to Key Performance Indicators, as well as carrying out project administration duties for Ministry of Transportation Ontario (MTO) projects and proposal submissions. Responsibilities include coordination of project information in compliance with project contracts. This will include creating reports, verifying client supplied information, preparing, reviewing and submitting documentation such as invoices and Project Progress Authorizations (PPA) in accordance with contract requirements and with Colliers Project Leaders’ Quality Management System.


    This position is an important support function to the Project Team who deliver projects on behalf of MTO. It requires excellent organizational and communication skills and normal to above average computer skills. The incumbent is required to take ownership of the assigned job duties and act as the “go-to” person for the Project Team and team members that support the project team including human resources, payroll, marketing, office managers and other Colliers Project Leaders staff members.


    Who you are


    You have experience working in a consultancy or professional services environment and now, you’re ready to learn and do more.


    In this role, you’ll work with experienced leaders and project managers to sharpen your project administration skills and successfully support a team to deliver projects on time and on budget. You’ll hone your organizational, interpersonal and project controls skills by working on a significant project supporting a high-profile client group.  


    • Act as the single point of contact for the collection, verification and submission of KPI information for the MTO account in the Eastern Ontario, Southern Ontario and Northern Ontario business units.
    • Regularly communicate with Project Managers, Principal and Infrastructure Services Lead regarding status updates of their projects’ KPI performance.
    • Provide administrative support to the Project Managers including submission of a variety of project documentation including: schedule updates, project control statements, progress reports and preparation of tender and contract documents on an as needed basis.
    • Assist Project Managers to organize their work within each project task as required.
    • Support the team on review of resources, proposal preparation and submissions when bidding for new projects.
    • Coordination and booking of flights and accommodations for project team members out of town travel to project sites
    • Undertake general office administration duties as requested
    • Ensure that all office and project activities are conducted in accordance with Colliers Project Leaders’ Quality Management System


    • University degree or college diploma an asset
    • Two years industry related experience in a similar consulting or professional services environment preferred
    • Familiarity with contracts and regulations, construction administration procedures and ethics
    • Strong oral and written communication skills
    • Above average computer skills (MS Word, Excel and Outlook), with adaptability and willingness to learn new programs
    • Strong organizational skills
    • Excellent attention to detail
    • Strong attention to detail with an ability to review information for accuracy and completeness and provide analysis of data as required
    • Ability to prioritize tasks with ability to proactively look ahead and determine the effects on the project if actions are not taken
    • Ability to work in a deadline driven environment
    • Self-motivated with a positive attitude
    • Excellent customer service skills
    • General accounting knowledge obtained through experience or education
    • Friendly, personable with the ability to build harmonious relationships with both internal and external members of the project team


    Working Conditions

    • This position works in an office environment with an occasional requirement to work irregular and overtime hours

    Physical Demands

    • Extensive periods of sitting and keyboarding activity


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