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Added 2 months ago
PC
IFS Administrator
People Corporation
Calgary, AB · ON - PC Shearson - Cambridge
- Full-time
The IFS Administrator supports the Individual Financial Services division by managing day-to-day advisor administration, client service requests, new business processing, and carrier…
Added 4 months ago
JI
Erikson Consumer Order Desk - Claims Administrator
JAM Industries
Baie-D'Urfé, Quebec
- Full-time
…stay true to our mission of delivering ONLY the best customer…
Added 3 months ago
SD
Store Administrator, Hourly Part Time Day
Shoppers Drug Mart
Williams Lake, BC
- Part-time
…sales, inventory, payroll, and benefits reporting and other financial requirements in order to achieve the financial objectives of the…
Added 2 months ago
O
Project Administrator
OFNTSC
Brantford, ON
- Contract
We are seeking a highly motivated and skilled Project Administrator to join our team at OFNTSC. Under the guidance of the Director of Operations, the Project Administrator will provide…
Added 3 months ago
Technical Service Administrator (Valve Repair Shop)
Source Atlantic Ltd.
Mount Uniacke, NS
We have an exciting opportunity for a Technical Service Administrator to join our team, based out of Mount Uniacke, NS.
Added 1 month ago
IF
Administrator, Group Savings and Retirement
iA Financial Group
Quebec, QC
- Full-time
As an Administrator, Group Savings and Retirement, you will play a key role in analyzing and processing transactions related to the lifecycle of group savings accounts (e.g., RRSPs, DPSPs,…
Added 3 months ago
Accounts Payable Administrator
WesTower Communications Ltd.
Elmira, ON · Vaughan, ON
The Accounts Payable position is a key part of the Finance team and is responsible for processing invoices, including approval validation and entry into the system. This position is part of…
Added 1 month ago
Accounts Payable Administrator
Amrize
Winnipeg, MB
The Accounts Payable Administrator manages the day-to-day purchasing administration and vendor relationships for our Manitoba Ready-Mix, Shop, and Plant operations. This role focuses on the…
Added 3 months ago
SD
Store Administrator, Hourly Part Time Day
Shoppers Drug Mart
Calgary, AB
- Part-time
…sales, inventory, payroll, and benefits reporting and other financial requirements in order to achieve the financial objectives of the…
Added 1 month ago
CC
Lending Operations Administrator II
Conexus Credit Union
Emerald Park, SK · Regina, SK · Yorkton, SK
- Full-time
…working in a fast-paced environment and delivering exceptional service to come onboard as a Lending Operations Administrator II in a temporary, up to 18 months,…
Added 1 month ago
M
Manager, Travel Claims Vendor Risk & Oversight
Manulife
Toronto, ON · Waterloo, ON · Montreal, QC
- Full-time
…claim handling behind those decisions sits with a third-party administrator, so a central part of the job is second-line oversight of that vendor: setting the control expectations, testing…
Added 1 month ago
HC
Client Service Administrator - Montague, PEI
HearingLife Canada
Montague, ON
- Full-time
Accounting & Insurance: Take ownership of processing payments, tracking insurance claims, accounts receivable management and maintaining inventory. Your attention to detail will ensure…
Added 1 month ago
AP
Accounts Receivable Administrator
Abell Pest Control
Toronto, ON
- Full-time
At Abell Pest Control, we’re making a difference! As an essential service that protects homes, businesses, and communities. We’re proud of what we do - and even prouder of the people who do…
Added 1 month ago
EB
Financial Operations Administrator
EQ Bank | Canada's Challenger Bank
Toronto, ON
- Full-time
Reporting to the Director, Business Reporting and Settlement, the Financial Operations Administrator is responsible for supporting Equitable Bank's banking operations, payment processing…
Added 3 months ago
Senior Contract Administrator (GR 22)
PACCAR
Sainte-Thérèse, Quebec
…is recognized as a global leader in the commercial vehicle, financial, and customer service fields with internationally recognized brands such as Kenworth, Peterbilt, and DAF trucks. PACCAR…
Added 1 month ago
FF
Bilingual Commissions Administrator
Foresters Financial
Toronto, ON
- Full-time
…regarding all aspects of their compensation. In addition to processing all account activities to ensure that the adviser tight payrun deadlines are…
Added 1 month ago
Client Service Administrator - Summerside, PEI
Demant Group
Summerside, PE
Accounting & Insurance: Take ownership of processing payments, tracking insurance claims, accounts receivable management and maintaining inventory. Your attention to detail will ensure…
Added 1 month ago
Client Service Administrator - Montague, PEI
Demant Group
Montague, Prin
Accounting & Insurance: Take ownership of processing payments, tracking insurance claims, accounts receivable management and maintaining inventory. Your attention to detail will ensure…
Added 3 months ago
Scheduler & Finance Administrator
Government of Alberta
Edmonton, Alberta
The Scheduler and Finance Administrator supports the effective delivery of Tribunal operations by coordinating scheduling activities, providing administrative support to Tribunal Members…
Added 5 months ago
Relief Administrator
Del Property Management
Ontario
The Relief Administrator serves as temporary coverage for full-time Administrators during vacations, absences, special projects, or interim vacancies. The Administrator serves as the…
Added 1 month ago
FB
Administrator, Shared Services
Fairstone Bank
Toronto, ON
- Full-time
The Administrator, Shared Services is responsible for the accurate and timely processing of financial transactions and account maintenance activities within the shared services portfolio.…
Added 1 month ago
Branch Administrator
Government of Alberta
Edmonton, AB
The Branch Administrator is responsible for providing administrative support to the operations of the branch to enable achievement of business goals. The scope of work includes managing and…
Added 3 months ago
WM
Program Coordinator, Architecture
Ware Malcomb
Quinte West, Ontario
- Full-time
Support contract and fee administration by processing contracts, amendments, and additional services; coordinating contract reviews; tracking contract values, fee allocations, scope…
Added 1 month ago
BG
Office Administrator_CA
Brandt Group of Companies
Brampton, ON
- Full-time
The Office Administrator is responsible for providing administrative and operational support to ensure efficient day-to-day functioning of the branch. This role involves liaising with…
Added 1 month ago
FB
Administrator, Shared Services
Fairstone Bank
Toronto, ON
- Full-time
The Administrator, Shared Services is responsible for the accurate and timely processing of financial transactions and account maintenance activities within the shared services portfolio.…

Ware Malcomb

Program Coordinator, Architecture

Quinte West, ON, Canada

Full-time

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Job details

Job type: Full-time
Experience: 2+ years of administrative, clerical, or project support experience required.
Posting language: English
Posted: Jul 10, 2026

Original job description

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

As a Program Coordinator at Ware Malcomb, you will support the daily operations of our program and project teams by providing administrative assistance throughout all phases of project delivery, including project development, design, preconstruction, and construction administration. In this role, you will collect, process, organize, input, and maintain project data and documentation from various sources and stakeholders to support the administrative, reporting, compliance, communication, and documentation needs of active projects.

\nYour Role

Develop and maintain responsibility matrices, standardized workflows, templates, and program documentation to support business process improvements and ensure consistency across the full project lifecycle.
Collect, process, organize, and maintain project data, documentation, and correspondence from internal and external stakeholders in accordance with established processes and project requirements, ensuring accuracy, timeliness, and compliance.
Coordinate project documentation and deliverables through platforms such as Autodesk Construction Cloud (ACC), project dashboards, and electronic signature tools, maintaining file structures, workflows, permissions, and project records.
Support contract and fee administration by processing contracts, amendments, and additional services; coordinating contract reviews; tracking contract values, fee allocations, scope changes, and status; and maintaining contract logs and related documentation.
Manage invoice and pay application processes by coordinating with contractors, suppliers, and accounting teams to process invoices, pay applications, purchase requests, change documents, and other financial documentation while tracking approvals, collections, discrepancies, and closeout requirements.
Assist project managers with administrative project deliverables, including processing submittals, requests for information (RFIs), compliance documentation, bills of sale, change documents, and other project records to support successful project execution.
Maintain accurate project information and reporting by updating project dashboards, client portals, and program tracking tools to reflect current project status and ensure documentation remains organized and accessible.
Provide responsive communication and high-quality customer service to internal and external stakeholders, meeting project commitments, identifying opportunities to improve service, incorporating feedback, and providing general administrative support as needed.

Qualifications

2+ years of administrative, clerical, or project support experience required.
2+ years of experience as a Construction Administrator, Construction Project Coordinator, Architectural Project Coordinator, or in a similar project support role preferred.
Proficiency with Microsoft Office Suite.
Experience with Autodesk Construction Cloud (ACC), Procore, or similar construction/project management software preferred.
Experience with Microsoft Project, Primavera, or similar project scheduling software preferred.
Familiarity with Smartsheet or the ability to quickly learn new software and business systems.
Strong organizational, written, and verbal communication skills with exceptional attention to detail.
Ability to think critically, manage multiple priorities, and consistently deliver high-quality work.
Knowledge of administrative, documentation, and general billing processes.
Ability to build collaborative relationships and work effectively across cross-functional teams, as well as with clients and external partners.

This is a full-time, long-term position.

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.

The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com.

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More about this job

Responsibilities

Provide administrative support across all phases of project delivery, including design, preconstruction, and construction administration. Manage project documentation, contract administration, and financial processing such as invoices and pay applications.

Requirements

Requires at least 2 years of administrative or project support experience, preferably in construction or architecture. Proficiency in Microsoft Office and experience with project management software like Autodesk Construction Cloud or Procore is preferred.

Skills

Administrative Support
Project Coordination
Construction Administration
Contract Administration
Invoice Processing
Data Management
Microsoft Office Suite
Autodesk Construction Cloud
Procore
Microsoft Project
Primavera
Smartsheet
Written Communication
Verbal Communication
Critical Thinking
Stakeholder Management

Visa sponsorship

Not detected in the job text

Keywords

Architecture
Construction Administration
Autodesk Construction Cloud
ACC
Procore
Microsoft Project
Primavera
Smartsheet
Project Lifecycle
RFI
Submittals
Contract Logs
Fee Allocation
Project Dashboards
Commercial Real Estate
Project Delivery

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