Project Administrator

About York

At York, we are bold, fast, and relentlessly focused on what matters: our clients. 

While others get lost in bureaucracy and outdated thinking, we cut through the noise. We challenge the status quo, move with urgency, and make decisions that serve our clients, not just our bottom line. We take full ownership, work together to solve complicated problems, and execute—no excuses, no shortcuts. 

This is not the place for complacency. Our team thrives in a high-performance, no-BS environment— we are a group of high performers who think critically, move fast, and follow through. The success of our business depends on the willingness of our team to ditch antiquated ways of operating and adapt new methods for achieving excellent results. 

This is how we work. This is how we win.

Reports to: Vice President, Operations 

Position Summary 

The Project Administrator assists all facets of the organization, with a particular focus on managing project insurance, utility applications, and permits. This individual enables department leaders to prioritize their realm of responsibility (i.e. construction operations) by freeing up their time. This individual will coordinate insurance requirements, prepare and track utility service applications, and manage the permitting process from application through final inspection, while also supporting project documentation, day-to-day communication activities, project administration duties and any other support as required by various departments.  

Key Responsibilities 

• Collaborate with project managers, site superintendents and other project team members to ensure seamless project execution and facilitate communication between the construction team and project stakeholders.  
• Manage daily office activities related to construction projects, including handling general inquiries from clients, vendors and employees 
• Coordinate project insurance (builder's risk, wrap-up and liability), placing, renewing and updating coverage as projects progress, and support claims by gathering incident reports, photos and documentation. 
• Oversee subcontractor and vendor compliance, and flag expired or non-compliant coverage to project and accounting teams 
• Prepare, submit, and track utility service and meter applications (power, gas, water/sewer, and telecommunications).  
• Prepare and submit development, building and trade permit applications with the required drawings, forms, and supporting documents.  
• Act as the primary point of contact with municipalities, utility providers, insurers and brokers on behalf of the project team 
• Create and maintain project files and records, including contracts, permits, insurance records, utility applications, correspondence, installations, drawings, and project progress. 
• Ensure document control procedures are followed and continually improved. 
• Support the development of a Quality Assurance system, leveraging industry experience to provide recommendations.
• Attend project meetings, take and distribute minutes, and report on the status of permits, utility applications and insurance compliance.  
• Organize project close-out by preparing warranty packages and requirements, collecting warranties and O&M manuals, obtaining final permit signoffs and occupancy documentation, transferring utility accounts, creating turnover documents and archiving documentation.  
• Provide general and cross-departmental administrative support as required, such as organizing meetings, handling correspondence, and maintaining company records, licenses and corporate insurance policies.  

 What you bring to York 

• Minimum 3 years of project or general administrative experience 
• Experience managing permit applications and inspections would be considered an asset.  
• Experience with construction insurance (certificates of insurance, builder risk, WCB clearances) would be considered an asset.  
• Familiarity with utility service application processes and providers is an asset.  
• Previous construction experience would be considered an asset.  
• Experience tracking documentation in software (such as ACC Forma Autodesk, SharePoint, or Bluebeam).  
• Proficiency in Microsoft Office Suite programs.  
• Ability to learn and adapt to changing systems, technology, and procedures.  
• A confident, detail-oriented, enthusiastic, and positive team player is critical to the success of this role.  
• A collaborative and flexible approach. 
• Ability to manage multiple applications and deadlines at once and follow up persistently until items are closed.  
• Ability to work in a fast-paced organization continually meeting tight deadlines 
• Motivation, great organizational skills.  
• Excellent communication skills.  
• Ability to work within the team and uphold York’s values.  

Core Competencies 

• Detail-Orientation 
• Time Management & Organization 
• Communication 
• Problem Solving & Risk Management