Project Administrator Full Time

Harbourfront Centre is a leading cultural institution in Toronto, celebrated for its vibrant arts, culture, community and recreational programs. As a not-for-profit organization, we are committed to enriching the lives of diverse communities through creativity, innovation, connection and excellence. A multi-faceted campus, Harbourfront Centre includes programming across arts, culture, recreation and learning, as well as commercial businesses that generate essential revenue to support operations.

We are currently seeking a highly organized and detail-oriented Project Administrator to support the coordination and administration of site operations infrastructure and capital projects. This role plays a key support function to the Project Manager and broader Operations team, ensuring projects are well-documented, tracked, and executed efficiently. 

Position Title: Project Administrator

Department: Site Operations

Reporting To: Head of Operations

Number of Vacancies: 1

Type of Employment: Full-time, based on a 35-hour per week work schedule

Compensation: Annual salary of $50,000 – $53,000, plus a comprehensive benefits package

Work Location: At our lakeside campus in downtown Toronto

DUTIES

• Provide administrative support to infrastructure and capital projects, assisting with coordination, documentation, and tracking of project activities.
• Act as a liaison between internal teams, contractors, and vendors to support communication, scheduling, and follow-ups.
• Assist in obtaining vendor quotations, preparing comparison summaries, and supporting procurement processes.
• Support the preparation and administration of Requests for Proposals (RFPs), including formatting, distribution, and tracking submissions.
• Maintain accurate project records, including contracts, drawings, permits, invoices, and close-out documentation.
• Assist with invoice tracking, cost monitoring, and budget updates to support financial oversight of projects.
• Coordinate contractor onboarding requirements, including documentation collection (insurance, WSIB, safety paperwork).
• Schedule meetings, prepare agendas, and document meeting minutes and action items.
• Track project timelines, deliverables, and milestones; follow up with stakeholders to ensure deadlines are met.
• Support the development and maintenance of standard operating procedures (SOPs) and project documentation.
• Assist with organizing and maintaining drawing sets and infrastructure records (digital and physical).
• Provide general administrative support to the Site Operations team as required.

REQUIREMENTS

• Post-secondary education in Business Administration, Construction Administration, Project Management, or a related field.
• 1–3 years of experience in an administrative or coordination role, ideally within construction, facilities, or infrastructure projects.
• Basic understanding of construction processes and building systems is desirable.
• Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint); experience with project tracking tools is considered an asset.
• Experience supporting procurement processes, including collecting quotes and organizing documentation, is preferred.
• Strong communication skills and ability to coordinate with internal teams, contractors, and external vendors.
• High attention to detail, particularly in maintaining accurate records and documentation.
• Ability to work both independently and collaboratively in a fast-paced environment.
• A proactive, team-oriented attitude with a willingness to support a variety of operational needs.
• Must be legally eligible to work in Canada on a full-time ongoing basis.
• This role is based in Toronto, as such, must be able to work on site at our lakeside campus. A hybrid work model is currently offered (on site 3+ days a week), subject to change or end at the organization’s discretion.

OUR VALUES

At Harbourfront Centre, our values—Open, Brave, Rigorous, and Kind—reflect our commitment to inclusivity, imaginative risk-taking, excellence, and respect, ensuring enriching experiences for all.

HOW TO APPLY

Harbourfront Centre is committed to diversity and inclusiveness. We encourage qualified candidates from all backgrounds to apply. Acceptable applications must include a current resume and a cover letter indicating why you wish to join the team and how you would meet the criteria for this position.

We invite qualified applicants to submit their candidacy to jobs@harbourfrontcentre.com by no later than April 24, 2026. Please quote Project Administrator in the subject line of your application. Applications will be reviewed on a rolling basis, as such early submission is encouraged. 

We thank all applicants for their interest, however, only those being considered for an interview will be contacted. Suitable accommodations will be available upon request during the hiring process. Please know that our recruitment process does not involve the use of Artificial Intelligence tools; the review of received applications and hiring decisions are made by a team of people.