Project Administrator – Equipment & Fleet Support

Company
IDL Projects Inc. (IDL) is a rapidly expanding general contracting company delivering a wide range of construction services across Canada and internationally. Recognized as a trusted solutions provider, we specialize in civil and infrastructure, commercial, residential, public and institutional, industrial, energy, mining, and safety services. IDL is committed to an industry-leading safety culture, demonstrated by our excellent safety statistics and dedication to safety excellence company-wide.

Position Summary
The Project Administrator – Equipment & Fleet Support provides administrative support to both the Project Management and Equipment/Fleet teams, ensuring smooth day-to-day operations while maintaining confidentiality and accuracy. This role is responsible for coordinating project administration activities, supporting equipment and fleet operations, maintaining asset and maintenance tracking systems, organizing project documentation, and assisting with reporting and scheduling requirements.

Key responsibilities include project reporting, document management, asset tracking, maintenance scheduling support, equipment documentation management, and administrative coordination with internal departments, vendors, and project personnel. The ideal candidate will have experience in a construction or operations environment, strong organizational skills, and proficiency with computer systems and asset management software.

Responsibilities

• Prepare and submit periodic client and internal project reports as required.
• Create and maintain organized project and equipment files for easy access and review.
• Assist Project Management with document management, including bills of lading, vendor invoices, work orders, equipment records, and timesheets.
• Collaborate with head office departments such as Accounts Payable, Accounts Receivable, Payroll, and Operations to ensure accurate processing and reporting.
• Support purchasing activities and assist in procuring project materials, fleet supplies, and maintenance services.
• Assist with maintaining equipment and fleet records, including registrations, inspections, service schedules, warranties, and certifications.
• Support the administration of asset tracking and maintenance tracking software systems, ensuring information is current and accurate.
• Monitor and update equipment maintenance schedules and service intervals in coordination with shop and field personnel.
• Track equipment utilization, location, status, and related documentation.
• Assist with coordinating equipment repairs, preventative maintenance activities, and vendor service appointments.
• Develop and maintain tracking spreadsheets, logs, and scheduling documents to support project and fleet workflows.
• Act as a point of contact with Owners, Engineers, vendors, mechanics, operators, and other stakeholders involved in project and fleet operations.
• Cross-train on additional administrative functions to provide support as needed.
• Perform general clerical duties such as data entry, filing, and scanning.
• Maintain confidentiality of company, employee, and project information.

• Minimum of 2 years of progressive experience in a construction, project-based, equipment, or operations administrative role.
• Experience supporting equipment, fleet, or maintenance operations is considered an asset.
• Proficiency in MS Word, Excel, Outlook, and project or asset management software.
• Experience with asset tracking, fleet management, or maintenance tracking systems is considered an asset.
• Strong written and verbal communication skills with a high level of organizational ability.
• Self-motivated, requiring minimal supervision.
• Excellent time-management skills, capable of handling multiple tasks and meeting deadlines effectively.
• Strong attention to detail and ability to maintain accurate records.
• Ability to work collaboratively in a fast-paced team environment.

• Competitive wages commensurate with experience
• Health and dental benefits
• Training opportunities
• Advancement opportunities
• Excellent work/life balance