Project Administrator

About us

Worley is a global company of energy, chemicals and resources experts headquartered in Australia. We partner with our customers to deliver projects and create value across the life of their assets. We specialize in consulting, engineering, procurement and construction across the project lifecycle, with services extending through to operations and decommissioning. Leveraging extensive experience and AI-enabled delivery, we support customers in navigating complexity as they meet today's needs and transition to more sustainable solutions.

Worley Canada Construction is a leader in industrial construction in Alberta and Western Canada. Our employees enjoy exciting careers in fabrication, modularization, field installation, and professional support services for some of world's most challenging heavy-oil facilities, gas plants, power-stations and other industrial projects. As part of the global Worley team, we enjoy shared resources and opportunities with more than 20 Canadian locations and 40 countries.

The Project Administrator provides integrated administrative, document management support, and general coordination support to both the Engineering Design Team and Construction Team during Front-End Engineering Design (FEL 3/FEED) and Project Execution (FEL 4) phases of a major petrochemical facility project in Alberta.

The role serves as a central point of coordination between the Client team, Engineering Contractor (EPC/EPCM), Procurement, Construction Management, field supervision, vendors, and other project stakeholders. The Project Administrator ensures project information is managed accurately, workflows are maintained efficiently, and reporting requirements are delivered on schedule to support safe, cost-effective, and timely project execution.

The position requires strong organizational skills, attention to detail, proficiency with project management systems, and the ability to work effectively in a fast-paced industrial project environment.

Key Responsibilities

Engineering / FEED (FEL 3) Support

- Provide administrative support to Project Managers, Engineering Managers, Project Engineers and discipline leads.
- Assist with travel booking arrangements.
- Coordinate and schedule engineering meetings, workshops, value improvement sessions, HAZOPs, design reviews, and client meetings, including food and refreshment orders.
- Assist with formatting of specific engineering deliverables.
- Management of corporate project credit card and monthly receipt submissions
- Prepare and distribute meeting agendas, minutes, action logs, and follow-up tracking reports.
- Project SharePoint site maintenance and updates, including project communication distribution.
- Manage engineering tagging registers and monitor document progress against project schedules.
- Support management of Engineering Change Notices (ECNs), design clarifications, engineering deviations and register, engineering RFI’s, and action item tracking.
- Maintain project filing systems and document repositories in accordance with project procedures.
- Assist with preparation and compilation of project reports, presentations, and gate review packages.
- Support cost, schedule, and progress reporting activities by collecting and organizing project data.
- Coordinate onboarding and access requirements for engineering personnel and contractors.
- Project stage closure support

Construction / Execution (FEL 4) Support

- Provide administrative support to Construction Managers, Area Managers, Superintendents, and field engineers.
- Maintain construction correspondence, daily reports, inspection records, and project logs.
- Track and issue Requests for Information (RFIs), Site Instructions (SIs), Technical Queries (TQs), and Field Change Notices (FCNs).
- Coordinate contractor documentation submissions and turnover records.
- Assist with management of field document control and revision distribution.
- Compile weekly and monthly construction progress reports.
- Maintain manpower, equipment, and site activity tracking records support.
- Coordinate project meetings and distribute construction schedules, action items, and status updates.
- Assist with project turnover and commissioning document compilation.

Document Control & Information Management

- Assist with maintenance of document registers and ensure records are current, complete, and auditable, as applicable.
- Process incoming and outgoing project correspondence.
- Distribute controlled documents to project personnel and contractors in Aconex.
- Track document revisions and approval workflows.
- Ensure compliance with project document management procedures and retention requirements.
- Generate reports from document management systems and project databases.
- Support records management for regulatory, quality, and project requirements.

Project Controls & Reporting Support

- Assist with schedule updates and progress-reporting activities.
- Support collection and consolidation of engineering and construction performance metrics.
- Maintain action item, decision, risk, and issue logs.
- Prepare monthly project reporting packages.
- Support project forecasting and budget tracking activities by compiling administrative data.
- Generate dashboards and status reports using project management systems.

Procurement & Contract Administration Support

- Assist in maintaining procurement logs and expediting reports.
- Assist with vendor document submissions and review workflows.
- Support contract administration activities and record management.
- Assist with maintenance of contractor and supplier communication records.

HSE & Quality Support

- Assist with tracking of safety training, orientations, and compliance documentation.
- Coordinate safety meeting records and attendance tracking.
- Maintain quality records, inspection reports, and turnover documentation.
- Support audit preparation and documentation retrieval.
- Promote compliance with project, client, and regulatory requirements.

Qualifications

Education

- Diploma or Certificate in Business Administration, Project Management, Construction Administration, Engineering Technology, or related field.
- Equivalent combination of education and industrial project experience may be considered.

Experience

- 5+ years of project administration experience supporting engineering, industrial, energy, petrochemical, oil and gas, mining, or infrastructure projects.
- Experience supporting EPC, EPCM, or Owner's project teams.
- Experience working within FEED and construction execution environments is preferred.
- Brownfield or greenfield industrial project experience is an asset.

Technical Skills

Proficiency with:

- Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
- Microsoft Teams and SharePoint
- Aconex
- Power BI
- Document Control and EDMS platforms

Core Competencies

- Strong organizational and multitasking abilities
- Excellent written and verbal communication skills
- High attention to detail and accuracy
- Ability to manage confidential information
- Strong stakeholder coordination skills
- Ability to prioritize competing deadlines
- Problem-solving and initiative
- Team collaboration and relationship building
- Professional and customer-focused approach
- Ability to work independently with minimal supervision

Typical Deliverables

- Meeting minutes and action registers
- Project correspondence logs
- Engineering deliverable trackers
- RFI and change management logs
- Monthly project reports
- Schedule and progress reports
- Procurement tracking reports
- Contractor document records
- Commissioning and turnover documentation
- Project closeout records

Reporting Relationships

Reports To:

- Project Manager

Supports:

- Engineering Manager
- Construction Manager
- Project Controls Manager
- Procurement Team
- Discipline Engineering Leads
- Area Construction Managers
- Commissioning Manager
- Owner's Project Team

Alberta Petrochemical Project Considerations

For a large Alberta petrochemical project, the Project Administrator should be familiar with:

- FEL stage-gate project delivery processes (FEL 1-4)
- EPC/EPCM execution models
- Industrial construction practices
- Turnover and commissioning workflows
- Alberta industrial project documentation requirements
- Contractor management processes
- Interface management between engineering, procurement, construction, and commissioning teams
- Health, Safety, Environment, and Quality (HSEQ) management systems

Success in this role is measured by the accuracy and timeliness of project information, effective coordination between engineering and construction stakeholders, quality of reporting, document control compliance, and the ability to support project execution while maintaining strong organizational discipline throughout FEL 3 and FEL 4 phases.

Moving forward together

We want our people to be energized and empowered to drive sustainable impact. So, our focus is on a values-inspired culture that unlocks brilliance through belonging, connection and innovation. We're building a diverse, inclusive and respectful workplace. Creating a space where everyone feels they belong, can be themselves, and are heard.

And we're not just talking about it; we're doing it. We're reskilling our people, leveraging transferable skills, and supporting the transition of our workforce to become experts in today's low carbon energy infrastructure and technology. Whatever your ambition, there's a path for you here.

And there's no barrier to your potential career success. Join us to broaden your horizons, explore diverse opportunities, and be part of delivering sustainable change.