Project Administrator

Company Overview

Harbourfront Centre is a leading cultural institution in Toronto, celebrated for its vibrant arts, culture, community and recreational programs. As a not-for-profit organization, we are committed to enriching the lives of diverse communities through creativity, innovation, connection and excellence. A multi-faceted campus, Harbourfront Centre includes programming across arts, culture, recreation and learning, as well as commercial businesses that generate essential revenue to support operations.

Job Description

We are currently seeking a highly organized and detail-oriented Project Administrator to support the coordination and administration of site operations infrastructure and capital projects. This role plays a key support function to the Project Manager and broader Operations team, ensuring projects are well-documented, tracked, and executed efficiently. 

Position Title: Project Administrator

Department: Site Operations

Reporting To: Head of Operations

Number of Vacancies: 1

Type of Employment: Full-time, based on a 35-hour per week work schedule

Compensation: Annual salary of $50,000 – $53,000 per year, plus a comprehensive benefits package

Work Location: At our lakeside campus in downtown Toronto

• Provide administrative support to infrastructure and capital projects, assisting with coordination, documentation, and tracking of project activities.
• Act as a liaison between internal teams, contractors, and vendors to support communication, scheduling, and follow-ups.
• Assist in obtaining vendor quotations, preparing comparison summaries, and supporting procurement processes.
• Support the preparation and administration of Requests for Proposals (RFPs), including formatting, distribution, and tracking submissions.
• Maintain accurate project records, including contracts, drawings, permits, invoices, and close-out documentation.
• Assist with invoice tracking, cost monitoring, and budget updates to support financial oversight of projects.
• Coordinate contractor onboarding requirements, including documentation collection (insurance, WSIB, safety paperwork).
• Schedule meetings, prepare agendas, and document meeting minutes and action items.
• Track project timelines, deliverables, and milestones; follow up with stakeholders to ensure deadlines are met.
• Support the development and maintenance of standard operating procedures (SOPs) and project documentation.
• Assist with organizing and maintaining drawing sets and infrastructure records (digital and physical).
• Provide general administrative support to the Site Operations team as required.

• Post-secondary education in Business Administration, Construction Administration, Project Management, or a related field.
• 1–3 years of experience in an administrative or coordination role, ideally within construction, facilities, or infrastructure projects.
• Basic understanding of construction processes and building systems is desirable.
• Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint); experience with project tracking tools is considered an asset.
• Experience supporting procurement processes, including collecting quotes and organizing documentation, is preferred.
• Strong communication skills and ability to coordinate with internal teams, contractors, and external vendors.
• High attention to detail, particularly in maintaining accurate records and documentation.
• Ability to work both independently and collaboratively in a fast-paced environment.
• A proactive, team-oriented attitude with a willingness to support a variety of operational needs.
• Must be legally eligible to work in Canada on a full-time ongoing basis.
• This role is based in Toronto, as such, must be able to work on site at our lakeside campus. A hybrid work model is currently offered (on site 3+ days a week), subject to change or end at the organization’s discretion.