Venor is proud to partner with ReCover on their search for an experienced Project Administrator to join their growing team. This is a hybrid position that can be based anywhere in Halifax, Nova Scotia.

ReCover is a forward-thinking non-profit organization based in Dartmouth, Nova Scotia, committed to transforming buildings into energy-efficient, sustainable spaces. ReCover helps building owners and communities identify, optimize, and implement deep retrofit solutions to enhance comfort, reduce energy consumption, and lower utility costs. As the deep retrofit accelerator for Atlantic Canada, we are creating alliances to transform the building sector in Atlantic Canada.

At ReCover, we’re not just upgrading buildings—we’re creating better spaces for people to live and work.

Position Summary:

Reporting to the Managing Director, the Project Administrator will play a key role in streamlining processes, organizing resources, and facilitating communication to optimize day-to-day operations that will support overall company success.

As the Project Administrator, you will be responsible for supporting key business operations, including assisting in the development of internal standards, maintaining documentation systems, reconfiguring SharePoint to align with project delivery, and ensuring employees follow established processes. They will also oversee the proper use and maintenance of our Project Management (PM) system, administer the contract database, and provide administrative support to the Managing Director.

Key Responsibilities:

Business Operations & Process Development

• Work closely with the Managing Director to develop and document internal standards for business operations, including file naming conventions, document control, and workflow management.
• Assist in the establishment and maintenance of SOPs for key processes across the organization.
• Help implement document version control systems to track updates and ensure consistency.
• Support communication and training efforts to ensure employees understand and follow internal standards.
• Assist with the planning and coordination of office events, meetings, and workshops. 
• Prepare biweekly payroll for staff on Mondays, which will be reviewed and approved by Finance. 

SharePoint Reconfiguration & Documentation Management

• Assist in reconfiguring SharePoint to align with project delivery needs and operational workflows.
• Support the organization and maintenance of a central repository for policies, procedures, and templates.
• Ensure consistent file storage, access permissions, and version control.
• Help train employees on SharePoint best practices and ensure proper usage.

Project Management (PM) System Oversight

• Assist in ensuring the PM system is used and maintained properly across the organization.
• Support the development of guidelines for data entry, accuracy, and reporting.
• Help train staff on PM system best practices and support workflow adoption.
• Assist in generating and maintaining reports to track project progress and operational metrics.
• Maintain and update customer relationship management (CRM) software to ensure accurate and up-to-date client information.

Contract Database Administration

• Assist in administering and maintaining the contract database in compliance with internal policies.
• Support contract tracking, storage, and updates.
• Help develop a system for contract renewal reminders, compliance tracking, and document version control.
• Ensure appropriate access controls and security for contract documentation.

Administrative Support to the Managing Director

• Assist in organizing schedules, meetings, and correspondence.
• Prepare reports, presentations, and internal documents as needed including drafting, reviewing, monitoring, and organizing contracts and agreements
• Support general administrative needs, ensuring smooth day-to-day operations.

Required Experience & Skills:

• 1–3 years of experience in project administration, business operations, or a related field.
• Strong organizational and project coordination skills, with the ability to support and enhance process development.
• Familiarity with document version control, compliance frameworks, and workflow optimization.
• Experience with or a willingness to learn SharePoint for project and document management.
• Proficiency using or administrating project management systems such as Asana, Monday.com, Airtable, or similar platforms.
• Ability to manage contract database updates and track compliance (training provided).
• Skilled in document management and productivity tools, including SharePoint, Google Workspace, Notion, or similar platforms.
• Exceptional attention to detail, communication, and problem-solving abilities.
• Self-motivated with the ability to work independently while effectively following leadership direction.
• Demonstrated resilience in navigating ambiguity, with a strong sense of autonomy, ownership, and initiative to drive projects forward.

Preferred Qualifications:

• Experience in a startup or non-profit environment is an asset.
• Exposure to business process development, document control, or quality systems.
• Familiarity with ISO standards or other quality management frameworks (not required but a plus).

We embrace a culture of belonging in the workplace. No matter who you are, where you’re from, how you think, what you believe in, or who you love, we welcome your application. We all come from different backgrounds and different walks of life, bringing in unique perspectives and experiences. We encourage applications from 2SLGBTQ+, Black, Indigenous, and People of Colour (BIPOC), women, newcomers to Canada, and people with disabilities.

ReCover values proactive, detail-oriented professionals who can drive project success with a collaborative approach. If you’re eager to contribute to a dynamic team and take on new challenges, reach out to Andrea Murray via andrea@venor.ca or Rose MacAuley via rose@venor.ca.