Administrator, Real Estate Project

Duties and Responsibilities

Provide administrative support across the real estate portfolio and capital projects program, coordinating tasks, documentation, and deliverables across multiple concurrent projects. Prepare, submit, and track permit applications and renewals, liaising with municipal, provincial/state, and other regulatory authorities as required. Compile, organize, and maintain regulatory and compliance documentation to support project and portfolio requirements. Create and process purchase orders and maintain accurate supporting documentation for project expenditures. Assist with the preparation, formatting, and organization of project documentation, including contracts, reports, schedules, and correspondence. Support project coordination activities, including scheduling meetings, tracking action items, and following up on outstanding deliverables. Maintain organized, accurate, and up-to-date project files and records to support internal reporting and audit requirements. Track key project milestones and deadlines, proactively flagging upcoming items to the Team Lead and project stakeholders. Coordinate with internal departments including Finance, Corporate Accounting, Financial Reporting, Accounts Payable, Fixed Assets, HSE, Tax, Treasury, Legal, and Operations, as well as external partners such as contractors, consultants, vendors, and regulatory authorities. Support the administration, coordination, and documentation required to advance capital projects from initial approval through execution and closeout across Canada, the United States, and Australia. Prepare and submit monthly capital cash flow reporting for active projects, including actual spend analysis, variance review, and forecasted spend by project timeline. Act as the primary point of contact for vendor documentation, supplier setup requirements, and related records to support procurement and capital project execution. Monitor multiple active capital project budgets and AFEs, tracking commitments, remaining approved funding, and capital purchase orders to ensure expenditures remain within approved budget and authorization limits. Prepare and submit month-end accounting journal entries, ensuring accuracy, completeness, and adherence to established financial close procedures and internal controls. Provide analytical support for capital project decision-making, including financial modeling and assessment of project economics against established hurdle rate requirements. Track quarterly capital approval submissions across business units, maintaining accurate records of approval status, funding requirements, supporting documentation, and updates required for internal reporting. Support executive financial reviews and quarterly forecasting cycles, as required, by validating financial information and assisting with analysis and materials for senior leadership review. Qualifications Post-secondary education in Business Administration, Project Administration, Accounting, Finance, or a related field, or an equivalent combination of education and experience. 2+ years of experience in an administrative, project coordination, accounting, finance, or project support role. Strong organizational skills and high attention to detail, with the ability to manage a high volume of records, competing priorities, and deadlines. Strong financial acumen, with the ability to interpret financial information, analyze project spend, and communicate financial information clearly and professionally. Experience with enterprise systems such as SAP, Oracle NetSuite, Power BI, or similar financial and reporting platforms is considered an asset. Advanced proficiency in Microsoft Excel, with strong working knowledge of Microsoft Office applications, including Word, Outlook, and PowerPoint. Strong written and verbal communication skills, with the ability to build effective working relationships with internal and external stakeholders. Ability to work independently while also collaborating effectively within a fast-paced, cross-functional project environment. Demonstrated ability to maintain accurate records, identify discrepancies, follow established processes, and proactively address outstanding items. Ability to handle confidential and financially sensitive information with discretion and professionalism. What You Bring A proactive and solutions-oriented approach to project and administrative support. Strong attention to detail and a commitment to accuracy. The ability to prioritize and manage multiple projects, deadlines, and stakeholders. Confidence working with financial information, budgets, forecasts, purchase orders, and project documentation. Strong collaboration skills and the ability to work effectively across Finance, Accounting, Operations, HSE, Legal, Procurement, and other business functions. A continuous improvement mindset and the ability to identify opportunities to improve processes, reporting, and project administration.