Project Administration Lead

Here at Mott MacDonald, we are experts in engineering, management, and development services supporting multisector project work in over 150 countries. One of the largest employee-owned companies in the world, we pride ourselves in our ability to deliver exceptional outcomes through the connected thinking of our 20,000+ talented consultants. Sustainability and innovation are at the heart of all of our sectors which, in North America include Advisory, Built Environment, Energy, Transportation, and Water.

Mott MacDonald is seeking an experienced and proactive Project Administration Lead 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 leadership abilities, capable of excelling in dynamic environments and providing effective solutions to the complex operational challenges inherent in large-scale projects.

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

• Leading and managing project administration activities across multidisciplinary teams
• Drafting, reviewing, and issuing official project correspondence and documentation
• Overseeing the preparation of presentations, project reports, and meeting records
• Supporting and training staff through assisting in onboarding activities, including assisting with local and international travel, hotel bookings, access cards, desk bookings, etc
• Liaising with client IT teams to maintain seamless technical operations and office infrastructure
• Organizing internal team events and fostering a positive office culture
• Managing procurement requests and office-related expenses
• Ensuring effective communication flow between stakeholders and project teams
• Representing the administrative function in meetings and offering strategic recommendations to improve operational efficiency
• Supporting project leadership with booking meetings and diary management

Candidate Specifications

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

• Minimum of 10 years’ experience in administration and document control within the engineering, construction, or infrastructure sectors
• Post-secondary education preferred
• 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

Our teams are comprised of bright and enthusiastic people who wish to make a difference to the world that we live in. If you share that vision and don’t have all the experience outlined in this posting, we still want to hear from you! 

Let’s discuss how we can help you take the next step in your career and how you can participate in an exciting new chapter for Mott MacDonald in North America.

We are an equal opportunity employer and are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Mott MacDonald Canada Limited will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

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.

Hybrid working policy

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.