Project Administrator & Coordinator

Job description

The Project Administrator provides administrative, coordination, document control, quality assurance, and security clearance support to Assystem Canada project teams. This role ensures project information, records, deliverables, and administrative processes are managed accurately and efficiently to support the successful delivery of engineering and consulting projects.Coordinate the collection, review, organization, and maintenance of project documentation throughout the project lifecycle. Support Project Managers and project teams with scheduling, meeting coordination, action tracking, project reporting, and the tracking of project milestones, deliverables, and administrative requirements. Maintain project records, trackers, SharePoint sites, collaboration platforms, and controlled documentation, including document numbering, revision control, distribution, filing, archiving, and document submissions through client portals and document management systems. Support onboarding activities for project personnel and subcontractors, including security clearance applications, renewals, transfers, site access requests, security screening, and training. Maintain security clearance records, monitor clearance expiry dates, and liaise with client security organizations and internal stakeholders regarding security requirements. Support the implementation and maintenance of Assystem Canada's Integrated Management System (IMS) and Quality Management System, including maintaining quality records, procedures, forms, and templates, assisting with audits, corrective action tracking, KPI reporting, and management review activities. Verify project documentation complies with company procedures and client requirements. Coordinate with internal departments and external stakeholders to resolve administrative issues and information requests. Contribute to continuous improvement initiatives, administrative process optimization, and tasks related to Assystem Canada's ongoing setup (e.g., finding new office space). College diploma or university degree in Business Administration, Project Management, Engineering Technology, Office Administration, or a related discipline. Minimum 1 year of experience in project administration, project coordination, document control, or a similar role. Strong organizational and time management skills with the ability to manage multiple priorities and deadlines. Excellent written and verbal communication skills. Experience maintaining controlled documentation, records, and administrative processes. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, SharePoint, and electronic document management systems. Good understanding of business administration and document management practices. Join Assystem Canada and contribute to the successful delivery of major engineering and consulting projects. Work in a collaborative, multidisciplinary environment supporting infrastructure, energy, and nuclear sector projects. Opportunities to contribute to continuous improvement initiatives and support the growth of Assystem Canada's operations. Training and development opportunities are available to support professional growth. We are committed to equal treatment of candidates and promote, as well as foster all forms of diversity within our company. We believe that bringing together people with different backgrounds and perspectives is essential for creating innovative and impactful solutions. Skills, talent, and our people’s ability to dare are the only things that matter !. Bring your unique contributions and help us shape the future. Addressing climate change is one of the defining challenges of our time, and the transition to low-carbon energy is at the heart of building a sustainable future. At Assystem, our mission is to accelerate the global energy transition by combining engineering expertise, project management excellence, and digital innovation. With more than 8,000 employees across 13 countries in Europe, the Middle East, and Asia, Assystem works on and delivers major programs in nuclear and renewable energy, grid modernization, and hydrogen solutions that support the decarbonization of transport and industry. Assystem is expanding into Canada at an exciting moment in the global energy transition. As a new and growing presence in the Canadian nuclear and infrastructure landscape, we are building a high-impact team to drive innovation, embed world-class digital capability, and help accelerate major low-carbon projects.