Project Administrator/Document Controller

Project Administrator / Document Controller
Location: Saskatoon, SK, with potential travel to the U.S.
Employment Type: Full-Time, Project-Based Contract
Reports To: Senior Project Manager

Role Summary The Project Administrator / Document Controller provides comprehensive administrative and documentation support to ensure efficient project execution. This role requires independence, strong organizational skills, and the ability to anticipate project needs. The position also supports document control activities during early project phases, ensuring accurate handling, routing, and storage of project documentation.

Key Responsibilities Administrative Support

• Anticipates project needs and proactively resolves issues to maintain progress.
• Prepares project forms, templates, and reports.
• Supports procurement and contract requisitions, routing, and expediting in Oracle or similar systems.
• Assists Project Controls with data analysis, spreadsheets, and reporting.
• Supports Finance with invoice verification, cost tracking, and reconciliation.
• Compiles weekly and monthly project status reports.
• Coordinates meetings across multiple time zones.
• Arranges travel and accommodations for project personnel.
• Supports onboarding, including workspace setup, IT requirements, and clearances.
• Prepares correspondence, presentations, and meeting minutes.
• Manages office supplies and equipment functionality.
• Performs additional administrative duties as required.

Document Control Support

• Helps set up and maintain SharePoint and electronic document management systems. 
• Receives, logs, tracks, and distributes project documents, drawings, transmittals, and correspondence.
• Ensures correct document numbering, metadata, and version control.
• Routes documents for review and approval and tracks workflow progress.
• Performs quality checks to ensure compliance with document standards.
• Supports document turnover and archiving at project close-out.

Qualifications

• Post-secondary education in Office Administration, Business Administration, Information/Records Management, or related fields.
• 5+ years of project administration experience; major project experience preferred.
• Experience with document control systems (Aconex, SharePoint, Meridian) is an asset.
• Strong MS Office proficiency; advanced Excel skills preferred.
• Familiarity with Oracle or similar ERP systems.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work independently, take initiative, and maintain confidentiality.

Key Competencies

• Highly organized and detail‑oriented.
• Strong analytical and problem‑solving ability.
• Adaptable to changing priorities in a fast‑paced environment.
• Team‑focused, proactive, and resourceful.
• Consistently produces high‑quality work with minimal oversight.

If you are interested in applying, please email Ryenn.Lobb@Nesfircroft.com

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.