Job Title: Civil Project Administrator
Department: Civil Construction
Reports To: Civil Construction Manager
Location: Toronto (Scarborough), ON, Canada
Job Type: Full-Time, Days
Start Date: Immediate
Company Overview:
Powerline Group Ltd. is a privately owned utility contractor with a strong reputation built since 1990. Specializing in Electrical, Civil Construction, and Engineering & Design services, we deliver high-quality solutions to public utilities, municipalities, developers, as well as industrial, national, and international manufacturing companies across the Greater Toronto Area (GTA).
Position Summary:
As a Civil Project Administrator, you will play a pivotal role in supporting the Civil Construction department by handling critical administrative tasks and contributing to the smooth operation of projects. Your responsibilities will include managing key project documentation, coordinating communications with external clients and vendors, and ensuring compliance with all regulatory requirements. You will work closely with Civil Project Coordinators, Supervisors, the Billing Supervisor, and the Program Manager to ensure the successful delivery of civil construction projects.
Key Skills and Qualifications:
The ideal candidate will have:

• Advanced proficiency in Microsoft Office Suite (Excel, Word, Power Point)
• Knowledge of City of Toronto traffic by-laws, regulations, and the Traffic Management Book
• Strong attention to detail, with the ability to manage multiple priorities and meet deadlines
• Excellent interpersonal and communication skills, with a professional appearance and demeanor

Duties and Responsibilities:

• Project Documentation Management: Create and maintain Green Construction Folders for each project, ensuring all pertinent documentation is tracked and submitted for successful project closeout.
• Coordination of Crew Lists: Collaborate with civil supervisory and managerial staff to prepare daily crew lists for client reference.
• Traffic Management Plans (TMPs): Develop Traffic Management Plans for all civil construction projects to ensure compliance with regulations.
• Job Number Requests: Coordinate with the Billing Department to request job numbers for each project.
• City of Toronto Coordination: Organize and facilitate site meetings with City of Toronto officials before project commencement, reviewing scope of work and determining requirements such as pay duty officers, permits, and time restrictions.
• Job Binder Management: Prepare and maintain job binders, ensuring all documents are updated and unnecessary old binders are purged.
• Utility Coordination: Liaise with utility companies to request locates and ensure requested areas are accurately located.
• Quality Assurance: Perform quality checks to confirm accurate locate requests and follow up on overdue locates with primary Locate Service Providers.
• Permit and Locate Management: Ensure that all required permits and locates remain valid, requesting extensions when necessary.
• Project Closeout: Send project completion notifications and reports to clients, ensuring all tasks are completed for closeout.
• Administrative Support: Assist with printing, scanning, filing, and the organization of electronic files, as well as providing support for departmental supervisors and managers as needed.

Additional Information:
Powerline Group Ltd. values diversity and inclusion in the workplace and encourages applications from individuals with disabilities. Accommodations are available upon request for candidates participating in all aspects of the selection process. We appreciate all applications and thank you for your interest in joining our team. Only candidates selected for an interview will be contacted.
Job Types: Full-time, Permanent
Additional pay:

• Bonus pay
• Overtime pay

Benefits:

• Casual dress
• Company events
• Dental care
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday
• Overtime
• Weekends as needed

Work Location: In person