Project Administrator – BC


Milestone Environmental Contracting Inc. (MECI) is seeking a Project Administrator (PA) to assist the project delivery team through all stages of the project lifecycle, from the estimating to project closeout. Focus is on facilitating the information flow from the onsite Milestone project team, including subcontractors and suppliers, to the Project Manager (PM), and to the client. The PA is responsible for gathering project information and compiling it to meet the needs of the client and Milestone. The PA supports the PM with administrative tasks associated with the project and supports the finance department with entering project finance data into Maestro. PM’s rely heavily on the PA for administrative support and the timely delivery of project information through out the project lifecycle.  Like all employees here, you will be responsible for representing Milestone in a professional way that reflects our core values of Ingenuity, Entrepreneurial Spirit, Caring, Accountability and Collaboration. You will add value to the company through your attention to detail, initiative to investigate & looking for ways to improve day to day workflow, and your team-player communication style.


  • Assist with Pre-qualifications / Tenders / Proposals documentation
  • Develop submission structure / organize proposal content
  • Upload awarded estimates to Maestro for review by Project Manager
  • Work closely with PM on Change Management processes for RFI / CCN submissions and follow up
  • Work with PM for Subcontract / Purchase Order / Change Order creation and entry to Maestro
  • Ensure flow down of Terms & Conditions from Prime Contract through to Subcontracts
  • Co-ordinate with PM and/or Site Supervisor for issuing of Subcontracts and Pos
    • Ensure all associated Quotes and documents are uploaded to Maestro
    • Enter Subcontract in Maestro for approval PM prior to release
    • Confirm contract cost coding lines up with the Estimate
    • Follow internal approval / sign off process
  • Complete credit applications
  • Upload signed contracts into Maestro
  • Verify & collect end of project documentation & project close-out requirements
  • Compile / complete project binders for Site Superintendents:
    • Project Details Binder including control estimate, work plans, supplier quotes / purchase orders, job specifications, site drawings, permits and licenses, etc.
    • Set up site specific field package for Site Superintendent to track daily activities and costs
  • Meet submission deadlines by establishing priorities and target dates for information gathering writing, review and approval
  • Arrange for Bonding and / or Certificates of Insurance
  • Set up project and client billing template in Maestro
  • Receive, review and process field data including daily field packages with supporting backup, vendor invoices
  • Verify accurate data capture and processing for all projects costs including labour, equipment, subcontractor, materials
  • Support the project delivery team in meeting the project deliverables as required
  • Support subcontractor vetting and prequalification process

Health and Safety

Reads, understands and follows MECI’s Corporate Health and Safety Program, Policy and Procedures. Ensures health and safety is considered in the performance of all activities both on and off the job. Participation in H & S initiatives will be monitored and reviewed as necessary.



  • Civil and/or Environmental Construction Field experience is an asset

Knowledge, Skills and Abilities:

  • Construction industry exposure and experience is required
  • Strong computer skills (experience in Excel, MS Project, MS Office, Primavera, Maestro, HeavyBid/Job, B2W is an asset)
  • Excellent planning and organization skills
  • Able to work in a fast-paced environment
  • Able to understand and prioritize requests
  • Able to focus on details with a keen eye for accurate numerical data capture
  • Must be willing to take initiative to find answers and understand project needs
  • Able to work collaboratively with team members.


Work is in an office environment, a flexible remote work policy is available.


We thank all applicants for their interest. Only those being considered for an interview will be contacted.

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