Hamilton, ON

Projects Capital Administrator

Job Type

Full time

Job Description

Come join the Effort Trust Team!

Effort Trust is currently looking for a new Capital Projects Administrator.  This position provides administrative support for the Project Managers, and works closely with Property Managers, Contractors and Residents. The Capital Projects Administrator is a key point of contact for all projects and is responsible for tracking all updates of a project from start to finish. The successful candidate will work primarily in the office, with some travel to managed properties required from time to time.  The successful candidate will report the Director, Residential Finance and Accounting. 

This role requires high levels of organization and proficiency in Microsoft (excel and word). If this sounds like you, keep reading!



  • Provide administrative support to two Project Managers.
  • Act as the point of contact for property managers, contractors, and residents throughout capital projects.
  • Create project folders/packets, with tracking tools and project coding.
  • Track and file all project documents in the appropriate electronic project folder ensuring that all information provided is organized by project.
  • Assist with the preparation of templates and checklists (in MS Word and MS Excel) for use with project delivery.
  • Track project commitments (e.g. purchase orders, contracts, change orders, RFI's, etc.), invoices and chargebacks in the standard financial tracking tool as they are issued or received.
  • Assist with accommodations for residents on an as needed basis depending of the scope of a project.
  • Process internal approvals for contract payments.
  • Handle purchase order request for project expenses, enter purchase order requests into Yardi for project expenses including assembly and upload of supporting documentation.
  • Attend site meetings and preparation of meeting minutes as required to support project planning and delivery.
  • Prepare project related correspondence to residents, such as notices, FAQ and updates, as well as ensuring that projects run smoothly day of.
  • Coordinate with building site staff to facilitate any action undertaken relating to residents.
  • Support the preparation of monthly project and program reports for senior leadership review.
  • Providing onsite support for projects, ensuring projects run smoothly and aiding in resident inquiries.
  • Wearing appropriate PPE when relevant.
  • Provide support for the preparation of capital plan information.
  • Additional tasks as assigned.


We are looking for someone who is/has:

  • Has a post secondary degree/diploma in an administrative related field.
  • 1-3 years in office administration, project management or related field.
  • Exceptional organizational and communication skills.
  • Capable of working independently as well as part of a team.
  • Can take initiative and anticipate project manager needs.
  • Above average skills using Microsoft Excel and Word.
  • Experience using project management software an asset.
  • Must have drivers license and car.
  • Efficient time management skills.
  • Strong customer service experience.
  • Ability to deal with tact, diplomacy and confidentiality.
  • Excellent problem-solving skills.
  • Positive and friendly attitude.


Please email your cover letter and resume to:

The Effort Trust Company welcomes and encourages applications from people with disabilities.

Accommodations are available on request for candidate taking part in all aspects of the selection process.

We welcome all applications, however, only those applicants selected for an interview will be contacted.

Job Type: Full-time