Job Description

Location: Etobicoke, Ontario

In-Office: Hybrid (2 - 3 Days a Week)

Vacancies: 3 vacancies (Permanent & Contract)

Start Date: ASAP

Job Title: Project Assistant

Position Overview

We are looking for a highly organized and proactive Project Assistant to support our Project Management team in the successful delivery of projects. This role involves coordinating project schedules, budgets, documentation, and reporting, ensuring accuracy and efficiency throughout the project lifecycle. The ideal candidate will have strong technical, administrative, and communication skills, with the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Provide administrative and technical support to Project Managers, including SAP project setup, cost review, reporting, and documentation.
• Assist in preparing and delivering project proposals.
• Maintain and update project plans in SAP, including time amendments, quotations, and re-planning activities.
• Track and summarize financial data, preparing cost reports and monitoring project budgets.
• Monitor purchase orders for subcontractor staff.
• Provide schedule updates, progress reports, and assist with Earned Value Analysis (EVA).
• Support Business Analysts with month-end activities and ad hoc requests.
• Identify, track, and support the management of project risks.
• Maintain historical cost and schedule records for future project planning.
• Provide general departmental support such as coordinating meetings, preparing minutes, handling expenses, and organizing office activities.
• Collaborate with Project Managers to monitor critical path items, cost loading, and scheduling activities, including managing logic ties, constraints, milestones, and codes.

Qualifications & Skills

• Proficiency with Microsoft Office Suite (Word, Excel – including macros and pivot tables, PowerPoint).
• Experience with SAP (preferred) and/or Primavera P6 or MS Project (an asset).
• Post-secondary education in business administration or a related field; a university degree is preferred.
• Minimum 3 years of related administrative or project coordination experience, or equivalent advanced education.
• Background in design and construction project management is an asset.
• Knowledge of cost and scheduling analysis, estimating, and planning is an asset.
• Strong organizational skills with proven attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to prioritize and manage multiple tasks effectively under tight deadlines.
• Self-motivated, able to work independently with minimal supervision.
• Professional attitude with flexibility to support a wide range of tasks.
• Ability to maintain confidentiality and handle sensitive information with discretion.