Senior Project Coordinator

We are seeking a highly skilled and organized Project Administrator to support project delivery by managing workforce mobilization, logistics, and administration across multiple client projects.

The ideal candidate will have significant experience as a Project Administrator in an engineering environment, with a proven track record of successfully mobilizing project resources, ensuring smooth operations, and maintaining efficient site preparation and scheduling.

• Reporting to the Program Manager, support project delivery by managing workforce mobilization, logistics, and administration across multiple client projects.
• Ensure smooth mobilization of personnel, resources, and equipment; support day-to-day operations of the project management team.
• Maintain efficient site preparation, scheduling, and compliance with mobilization standards.
• Foster relationships with stakeholders including clients, service providers, contractors, subcontractors, and employees.
• Promote and ensure the highest standards of health, safety, and environmental management systems.
• Coordinate mobilization and demobilization of personnel across multiple projects; liaise with clients, internal operations, and subcontractors regarding mobilization activities.
• Organize rosters, RDOs, accommodation, and travel arrangements; ensure competency and inductions for multiple clients and sites.
• Support onboarding for new starters, including inductions, training, and documentation; monitor compliance requirements (tickets, competencies, medicals).
• Issue travel confirmations to workforce; manage time sheets and mobilization/demobilization plans with internal teams.
• Maintain accurate personnel and training records; manage company systems and SharePoint filing; take and distribute meeting minutes.
• Handle high-volume FIFO flight and camp accommodation processes (car hire, hotels); provide administrative support to management and other departments as needed (reports, presentations, documents).
• Act as first point of contact for calls/emails for Company personnel and contractors on FIFO works; document control as required.
• Assist project and finance teams with time sheets, invoicing, reporting, and general administration; occasional site travel as required; consolidate Daily Site Records (DSR).

• Post-secondary and Administration qualifications.
• Significant experience as a Project Administrator in an engineering environment.
• Experience mobilizing project resources (flights, accommodation, training, clearance checks, etc.).
• Working knowledge of resources sector systems (e.g., Workflow, Enable, INX, Pegasus or similar).
• Project finance experience (invoicing, POs, resourcing, and analysis).
• Highly proficient with Microsoft Office Suite; experience using payroll databases to ensure timesheets are costed.
• Excellent attention to detail and ability to meet deadlines; proactive, can-do attitude in a busy environment.
• Ability to coordinate with co-workers, subcontractors, and vendors for planned services and timely delivery.
• Project admin experience (mobilization) with rail network operator is beneficial.

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Project Management
• Industries: Railroad Equipment Manufacturing

We are committed to creating a workplace where everyone belongs and can contribute. If you require accommodation, please let us know.

We value diversity and inclusion and aim to recruit the world's brightest minds to help us create opportunities.

We are an equal employment opportunity employer and are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or expression.