Project Administrator (TIC - Yellowknife)

Job Description

Job Description

Open to Tłı̨chǫ Citizens Only

Join Tłı̨chǫ Investment Corporation and Build Your Career in Construction Project Management

The Tłı̨chǫ Investment Corporation (TIC) is seeking an experienced Project Administrator (Construction) to support construction projects delivered through Tłı̨chǫ Community Builders (TCB).

This role is suited for a detail-oriented and highly organized professional with strong administrative and technical skills, particularly in project coordination and Excel. The successful candidate will play a key role in supporting multiple projects and ensuring timely, accurate, and efficient project execution.

Position

Project Administrator (Construction)

Purpose of the Role

Reporting to the Senior Project Manager, the Project Administrator will be responsible for coordinating and managing project documentation, schedules, reporting, and administrative functions across multiple construction projects. This role requires a proactive individual who can manage competing priorities, maintain accurate records, and support project teams in meeting deadlines, budgets, and client expectations.

Key Responsibilities

Project Coordination & Administration

• Create, track, and manage RFIs (Requests for Information), ensuring timely distribution to appropriate stakeholders
• Maintain and organize project folders and documentation systems (e.g., SharePoint), ensuring records are accurate and up to date at all times
• Compile, label, and organize large volumes of project photos by date, time, and project for reporting and recordkeeping
• Track daily field reports (DFRs) and provide weekly progress summaries
• Prepare and submit weekly client updates, including progress reports and supporting photos
• Assist with all project administrative functions to meet timelines, deliverables, and KPIs

Scheduling, Reporting & Financial Tracking

• Update and maintain multiple project schedules, often on short notice to meet client requirements
• Track labour, materials, and shipping costs, and provide monthly reporting
• Assist with creating and managing purchase orders (POs), payables, and cost tracking
• Support Change Notice (CCN) preparation and submission for approval
• Manage material requests, quotes, and procurement coordination

Technical & Documentation Support

• Develop and maintain Excel templates for various project tracking and reporting functions
• Utilize Microsoft Excel at an intermediate level to manage and analyze project data across multiple projects
• Use Microsoft Project (Project Professional) to support scheduling and project tracking (training provided if needed)
• Read and interpret construction drawings and specifications (training provided if needed)
• Assist with shop drawing tracking, review coordination, and distribution
• Support completion of as-built drawings and Operations & Maintenance (O&M) manuals

Meetings & Communication

• Create meeting agendas and distribute to stakeholders
• Take detailed meeting minutes and distribute in a timely manner
• Track and follow up on action items from meetings
• Coordinate communication between project teams, clients, subcontractors, and internal departments

Additional Project Support

• Assist estimators and project managers with quantity takeoffs and project preparation (training provided if needed)
• Support subcontract preparation and documentation for execution
• Occasionally travel to project sites to capture progress photos and support project needs

Qualifications & Skills

• Minimum Grade 12 (post-secondary education in business, administration, or construction is an asset)
• 2+ years of experience in project administration, preferably in construction or a related industry
• Strong proficiency in Microsoft Excel (intermediate level required)
• Experience managing multiple projects and priorities simultaneously
• Familiarity with Microsoft Project is an asset
• Strong organizational, time management, and attention to detail
• Ability to work independently and within a team environment
• Strong written and verbal communication skills
• Valid Class 5 driver’s licence

Why This Opportunity Matters

This role offers the opportunity to work on diverse and active construction projects within Tłı̨chǫ communities. As a key member of the project team, you will contribute directly to successful project delivery while continuing to build advanced skills in project coordination and administration within TIC and its Group of Companies.