Project Administrative Coordinator – Municipal Infrastructure

CIMA+’s Municipal Infrastructure team combines technical excellence with a deep understanding of community needs to deliver high-quality, sustainable solutions across Canada. From roads and sewers to active transportation and utility infrastructure, our multidisciplinary teams bring projects from concept to completion—on time and on budget.

We are seeking a Project Administrative Coordinator who thrives on organization, collaboration, and precision. In this role, you will provide administrative and coordination support to Project Managers and Engineers working on municipal and transportation infrastructure projects. You’ll help ensure that project documentation, communication, and reporting processes run smoothly—while maintaining an awareness of the technical context behind the work.

This is an excellent opportunity for an organized, detail-oriented individual interested in administrative excellence within a technical consulting environment.

Key Responsibilities

• Support Project Managers in the administrative coordination of municipal infrastructure and transportation projects.
• Prepare, format, and maintain project documents including reports, proposals, tender submissions, and meeting materials.
• Assist with client invoicing, purchase orders, and expense tracking in collaboration with accounting and project teams.
• Coordinate project set-up, document control, and closeout activities including archiving and maintaining digital project records.
• Track schedules, budgets, and deliverables using project management tools (MS Project, Excel, or Dynamics 365).
• Participate in project and client meetings by preparing agendas, recording minutes, and following up on action items.
• Communicate with municipalities, subconsultants, and internal teams to ensure information is properly documented and shared.
• Maintain awareness of basic civil and municipal terminology to support accurate documentation and communication.
• Contribute to continuous improvement by supporting process standardization and quality control of project documentation.