Project Administration Coordinator - Industrial

Under the supervision of the Contract Administration Manager or Contract Administration Lead, the Contract Administration Coordinator supports the project team in administrative execution, document control, and other related tasks. They contribute to maintaining contractual rigor throughout the contract lifecycle by ensuring information traceability, adherence to processes, and effective communication among stakeholders. What you will do

Initial Preparation and Coordination
• Assist with the collection, organization, and maintenance of initial contract documentation.
• Help ensure contractual data is entered and kept up to date in project tools and registers.
• Contribute to the preparation of contract files and verify their administrative compliance.

Contract Award and Mobilization
• Support the logistical and administrative organization of contract kick-off meetings.
• Prepare, compile, and distribute required documentation to stakeholders.
• Establish, maintain, and organize contract files.
• Assist the team with the issuance and tracking of requisitions, site instructions, and other required documents.
• Ensure that administrative processes related to contract mobilization are followed.

Contract Administration and Execution Monitoring
• Support the tracking of contractual deliverables, schedules, and documentation requirements.
• Update contract registers, site logs, and administrative tracking tools.
• Compile information required for periodic reviews and contract reports.
• Assist in the preparation of progress payment applications, final payments, and holdback releases.

Claims Management and Compliance
• Support the collection and organization of documentation required for claims, disputes, or contested requests.
• Ensure proper retention of correspondence, notices, and contractual documents.
• Contribute to compliance with applicable regulations, internal procedures, and company standards.
• Assist the team in monitoring contractual issues, without assuming a negotiation or arbitration role.

Contract Closeout
• Prepare the documentation required for the administrative closeout of contracts.
• Support the verification of contract file completeness.
• Assist the team in compiling documentation related to final accounts and holdback releases.
• File and archive contract records in accordance with established procedures.

Cross-Functional Collaboration and Coordination

• Work closely with project, procurement, construction, and finance teams.
• Act as an administrative point of contact for contract administration matters.
• Participate in relevant coordination meetings, as required.
• Support the contract administration team in ensuring the consistent and rigorous application of established processes.

This role could be for you if you have

• A college diploma in office administration, or an equivalent combination of education and industry experience.
• 3-5 years of relevant experience in a similar role.
• Comfortable using technology tools and management platforms (e.g., Procore, HoloBuilder).
• Proficient with the Microsoft Office suite.

Additional assets:
• Prior knowledge of the construction industry. • RRSP with up to 5% employer matching

• Hybrid work model for corporate roles
• Employee stock ownership program
• Career growth through real development opportunities
• Transit pass reimbursement — get to work for free
• Minimum 4 weeks of vacation from day one

For the past four years, we've proudly held the distinction of being one of Canada's Top 100 Employers. Pomerleau is a national leader in construction, delivering major projects across Canada. We believe in creating a workplace where people feel respected, supported, and empowered to grow. Our culture is built on collaboration, trust, and a shared commitment to doing great work. If this speaks to you, apply for this role or connect with one of our recruiters to learn how we can support you throughout the process.