Program Administrator

Program Administrator

Job Overview

We are seeking a detail-oriented and highly organized Program Administrator to join our construction management team. The Program Administrator is responsible for providing administrative and operational support across multiple renovation and construction projects, ensuring program activities are coordinated efficiently from planning through completion. This role serves as a central point of communication between clients, project managers, contractors, suppliers, property management, and internal departments to support the successful delivery of renovation programs. The ideal candidate has strong organizational skills, construction industry experience, and proficiency with project management software and Microsoft Office applications.

Key Responsibilities

• Provide administrative and operational support for multiple renovation and construction projects within the program portfolio.
• Collaborate with clients to prepare detailed scopes of work for construction trades.
• Support the Project Manager by reviewing kitchen layout drawings and coordinating cabinetry and material orders with suppliers.
• Maintain project schedules and track milestones using project management software (Asana), ensuring tasks, documentation, and site photos are current.
• Review construction trade invoices, make authorized adjustments, communicate revisions to trades, and submit approved invoices to Accounting for processing.
• Coordinate plumbing activities, including scheduling building water shutdowns and providing advance notice to minimize disruption to residents.
• Schedule Notices of Entry with property management and coordinate site access for contractors performing installations, repairs, and service work.
• Coordinate appliance repairs with wholesale appliance suppliers and authorized service technicians.
• Arrange the delivery, exchange, and removal of dumpsters at project sites.
• Prepare monthly appliance inventory reports and maintain accurate inventory records.
• Prepare project completion documentation, closeout packages, and sign-off records to ensure all work meets required quality standards.
• Maintain organized electronic program and project files in OneDrive, including kitchen layouts, scopes of work, contracts, correspondence, permits, and other supporting documentation.
• Monitor project schedules, deadlines, and deliverables, proactively identifying administrative issues that could impact project timelines.
• Communicate professionally with clients, contractors, suppliers, property managers, and internal team members to facilitate the successful delivery of program objectives.
• Utilize Microsoft Outlook, Excel, Word, Teams, and other business applications to prepare reports, manage documentation, and support day-to-day program administration.
• Assist with reporting, data tracking, and continuous improvement initiatives to support overall program performance.
• Perform other administrative, coordination, and operational duties as assigned to support the successful execution of construction and renovation programs.

Qualifications

• Experience in construction, renovation, project administration, or program administration preferred.
• Strong organizational, time management, and multitasking abilities.
• Excellent written and verbal communication skills.
• Experience using project management software such as Asana or similar platforms.
• Proficiency in Microsoft Office 365 (Outlook, Excel, Word, Teams, and OneDrive).
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Knowledge of construction processes, trades, and project documentation is an asset.