Project Administration Specialist

At Mott MacDonald, we trust our brilliant people to do brilliant things in engineering, management, and development services, supporting multisector project work in over 150 countries. As one of the largest employee-owned companies in the world, we pride ourselves on our ability to deliver exceptional outcomes through our network of 20,000+ talented consultants. With sustainability and innovation at the heart of all our sectors in North America, including, Buildings, Energy, Transportation, and Water.

We believe in empowering our people to excel, learn, and grow, offering diverse opportunities to contribute to career-defining work. Join us and be part of a collaborative environment where your ambitions are united with ours, and you can truly shape your story.

If you share that vision, even if you don’t meet every requirement listed, we’d still love to hear from you. We value potential and diverse perspectives as much as experience. Let’s explore how we can support your growth and help you take the next step in your career, while contributing to an exciting new chapter for Mott MacDonald in North America.

Mott MacDonald is seeking an experienced and proactive Project Administration Specialist to join our dynamic project team based at our Project site office in Toronto. This role offers the opportunity to work on a major infrastructure initiative where Mott MacDonald serves as the Engineering Joint Venture Lead. You will play a pivotal role in overseeing administrative functions that support multidisciplinary teams in both design and construction phases. This position also involves cross-collaboration with other areas of our business as needed. We seek a results-oriented professional with strong initiative, capable of excelling in dynamic environments and providing effective solutions to the complex operational challenges inherent in large-scale projects.

As the Project Administration Specialist, you will be responsible for delivering high-level administrative support in project coordination, including:

• Manage project administration activities across multidisciplinary teams
• Draft, review, and issue official project correspondence and documentation
• Oversee the preparation of presentations, project reports, project specific templates and meeting records
• Manage check and review process (DAA auditing)/design workflows specific to project needs
• Maintain QA information for issued documentation
• Perform detailed formatting reviews
• Perform detailed technical edit checks, acronym audits, defined term audits, and reference audits
• Manage project SharePoint sites
• Support and train staff through assisting in onboarding activities, including assisting with local and international travel, hotel bookings, access cards, desk bookings, etc
• Liaise with client IT teams to maintain seamless technical operations and office infrastructure
• Organize internal team events and fostering a positive office culture
• Manage procurement requests and office-related expenses
• Ensure effective communication flow between stakeholders and project teams
• Represent the administrative function in meetings and offering strategic recommendations to improve operational efficiency
• Support project leadership with booking meetings and diary management

Candidate Specifications

We’re seeking a highly motivated and skilled administrative support who embodies collaboration, accountability, and attention to detail. The ideal candidate will demonstrate:

• Post-secondary education preferred
• Minimum of 5 years’ experience in administration within the engineering, construction, or infrastructure sectors
• Experience in document control and technical writing would be an asset
• Proficiency in Microsoft Office 365 suite (Word, Excel, PowerPoint, Teams, SharePoint)
• Strong technical acumen with the ability to troubleshoot basic IT issues and communicate effectively with support teams
• Proven track record of producing accurate meeting minutes and contributing to large-scale project documentation
• Exceptional written and verbal communication skills
• An enthusiastic, service-oriented approach to team dynamics and client engagement with a positive attitude
• The ability to manage multiple priorities, meet deadlines, and support organizational goals
• A proactive and confident communicator, with demonstrated leadership in administrative functions

At Mott MacDonald, our employees have a stake and a voice in our business, providing them with a direct connection to our success through our personal and group performance bonuses.

Multiple factors such as qualifications, overall experience and position responsibilities will be used to determine the successful candidate's actual salary within the expected range.

The expected salary range for this position is from $73,000 - $90,000.

This posting is for an existing vacancy.

Collaboration at Our Core

At Mott MacDonald, we believe great ideas happen when we're together. Our hybrid approach centers on an in-office culture, with most of your time spent collaborating face-to-face and a minimum of three days per week in the office. We balance flexibility with connection, so you and your manager can choose how to meet client, team, and personal commitments.

We seek to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.