Project Administrator

Milestone is looking for creative people who enjoy a challenge. We provide contracting excellence to our clients, daring them to let us collaborate on their toughest and most sensitive projects across Canada. Specializing in soil and ground remediation, water treatment, heavy civil construction, building decommissioning, land reclamation and rehabilitating sensitive habitats; our people thrive in a fast paced and everchanging environment. Everyone on our team believes in finding creative solutions for our clients while making a positive impact to our environment and community. This can be a tough job and isnt for everyone. Milestone is up to the challenge, are you?

Milestones success comes from putting our team first. We are employee-owned and commit to keeping our people safe, offering competitive wages and benefits, and providing opportunity for professional growth and development. Putting our people first is a promise we have been able to deliver on for the last 10 years and we continue growing stronger. If you think you are a fit, then we want you to grow with us.

Learn more about us and what we do on our website!MilestoneEnv.ca

At Milestone, we collaborate relentlessly; we strive to inspire a diverse team of talent; we care, we are equitable, we are inclusive. We want every team member to feel and know they belong here. We are inspired by our people - the best in the business. Our work with Indigenous partners and communities has been a tremendous source of pride and learning for Milestone. We are committed to Indigenous Peoples as partners and employees. We have much to learn from all our partners and employees. We look forward to continuing to attract and retain the best people to tackle the most complex challenges of a cleaner world. Only through acknowledging and encouraging everyones potential and contributions will we succeed.

POSITION SUMMARY:

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 / Sage Intacct. PMs 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.

RESPONSIBILITIES:

• Receive, review, and process field data including daily timecards in HeavyJob with supporting backup and vendor invoices, request revisions if necessary.
• Verify accurate data capture and processing for all project costs including labour, equipment, subcontractor, and materials.
• Responsible for the AR/AP for the project with support from the PM and finance team.
• Assist with Pre-qualifications / Tenders / Proposals documentation.
• Upload awarded projects to Sage
• HeavyJob Project Setup
• 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 Sage Intacct / HeavyJob
• 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 Sage Intacct / HeavyJob

• • Enter Subcontract and/or POs in Sage / HeavyJob for approval PM prior to release.
  • Confirm contract cost coding lines up with the estimate.
  • Follow internal approval / sign off process.

• Support Project Manager with project closeout procedures
• Project close-out in Sage and HeavyJob

• 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 Excel / Sage Intacct.
• Support the project delivery team in meeting the project deliverables as required.
• Support subcontractor vetting and prequalification process.

• Reads, understands, and follows MECIs 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 Health & Safety initiatives will be monitored and reviewed as necessary.

QUALIFICATIONS:

Experience:

• 1 3 years of experience is a must.
• Civil and/or Environmental Construction Field experience is an asset.
• Experience with Heavy Bid, Heavy Job, Bid2Win or Procore an asset.
• 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 Office, Sage Intacct, HeavyJob 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 ENVIRONMENT:

• Work is in an office environment.

Our Culture:

We are a Canadian employee-owned business a collaborative, caring team driven by ingenuity, accountability, and a shared commitment to making a difference. Whether youre on-site or supporting from behind the scenes, your contribution matters. At Milestone, we invest in people who want to build something meaningful for our clients, our communities, and the environment.

Our Commitment to Diversity, Equity, Inclusion & Belonging:

At Milestone, we believe our strength lies in the diversity of our people and the inclusive culture we foster every day. We are proud to be an equal opportunity employer and base our employment decisions on merit, qualifications, and ability. We do not discriminate on the basis of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other characteristic protected by law. Accommodations are available upon request throughout the recruitment and selection process.

Inclusion is embedded in how we work, collaborate, and lead. We actively strive to create a workplace where everyone feels respected, valued, and empowered to contribute fully. Our dedication to learning, accountability, and cultural awareness helps us grow as individuals and as an organization.
We are especially proud of our partnerships and work with Indigenous Peoples and communities. These relationships are a continuing source of growth, knowledge, and mutual respect. We commit to listening, learning, and participating in meaningful truth and reconciliation efforts in collaboration with Indigenous partners, employees, and communities across Canada.

At Milestone, we recognize that the diverse perspectives, experiences, and talents of our team are key to solving the complex environmental challenges of today and tomorrow. We are committed to attracting, developing, and retaining individuals who reflect the communities we serve and share our vision for a cleaner, more equitable world.

Compensation & Benefits:

At Milestone Environmental Contracting Inc., we recognize that our people are our greatest strength. We are proud to offer a competitive and comprehensive Total Rewards package designed to support your well-being, growth, and success.

Competitive salary based on experience, skills, internal equity, and work location;
Comprehensive health, dental, and prescription drug coverage;
Annual pro-rated $500 Health Spending Account;
Group Registered Savings Plan (GRSP) with employer matching after 3 months of employment;
Three weeks vacation to start;
Paid Annual Cultural Day to celebrate what matters most to you;
Annual professional development budget to support certifications, training, and career advancement.

We would like to thank all applicants for their interest, however only the ones selected for the interview will be contacted.