Project Systems Administrator

Job summary

The Project Systems Administrator will maintain project management procedures, documentation, and reporting tools to ensure project deliverables align with requirements. They will also coordinate technical information, track project milestones, and support project managers in quality and compliance activities.

Job details

COMPANY OVERVIEW Volatus Aerospace is a global leader in aerial intelligence and drone solutions, bringing together over 100 years of combined aviation expertise. We specialize in delivering innovative, customer-focused solutions through both piloted and remotely piloted aircraft systems (RPAS) across industries including defense, infrastructure, energy, public safety, and logistics. POSITION OVERVIEW Volatus Aerospace is seeking an organised and detail-oriented Project Systems Administrator to support project planning, coordination and delivery. Working with project managers, technical teams and other stakeholders, the role maintains project systems, documentation and reporting, coordinates technical information and action items, and helps establish consistent project management processes to keep information accurate and deliverables aligned with defined requirements. KEY RESPONSIBILITIES Project Process Development & Maintenance Build and maintain project management procedures, templates, checklists and workflows. Administer project tracking and document-management tools, maintaining consistent structures and current information. Support the implementation of project stages, review checkpoints and approval processes. Identify recurring administrative issues and recommend practical improvements to reporting, coordination and recordkeeping. Help team members use project systems and follow established processes. Capture lessons learned and incorporated approved improvements into project tools and procedures. Quality & Compliance Maintain controlled project records, including plans, approvals, deliverables and supporting documentation, checking completeness, consistency and alignment with approved templates and procedures. Support project managers in tracking applicable quality, customer, contractual and regulatory requirements. Coordinate the collection of records required for project reviews, audits and customer submissions. Track non-conformances and corrective actions, following up with assigned owners and escalating outstanding items. Project Management Support Maintain project schedules, milestone trackers, action logs and status reports, consolidating progress updates from technical and operational teams for project manager review. Coordinate project meetings, prepare agendas, record decisions and follow up on assigned actions. Maintain visibility of deadlines and potential delivery risks. Assist with resource coordination, purchasing requests and budget tracking, as required. Support project initiation, progress reviews and closeout activities. Technical Planning & Execution Support Work with project managers and technical leads to translate approved scope into documented tasks, milestones and deliverables. Gather technical inputs, clarify information gaps and coordinate dependencies between teams. Maintain technical deliverable registers and track the status of reviews, testing, acceptance and approvals. Coordinate practical arrangements for project activities, including equipment availability, supplier inputs and testing schedules. Record scope changes and their potential effects on schedules, resources and deliverables for project manager assessment. Support project handover by organizing final documentation, outstanding items and knowledge transfer. REQUIRED EDUCATION, CERTIFICATIONS, EXPERIENCE AND SKILLS Diploma or degree in project management, business administration, engineering technology, information systems or a related field, or an equivalent combination of education and experience. Approximately 4-5 years of experience in project administration, project coordination or a comparable role within a technical environment. Experience maintaining project schedules, action trackers, documentation and status reports. Working knowledge of project lifecycles, document control, change tracking and quality processes. Proficiency with Microsoft Excel, Word, PowerPoint, Teams and SharePoint. Experience with Microsoft Project, Planner, Jira or similar project-management tools Ability to organise multiple priorities, follow up consistently and communicate clearly across technical and non-technical teams. Attention to detail and sound judgment when identifying missing information or escalating issues. Experience in aviation, aerospace, engineering, manufacturing or another regulated environment is an asset. HOURS OF WORK AND WORK ENVIRONMENT This onsite role requires the Employee to work primarily at the Company’s designated workplace, as directed. The standard work schedule consists of forty (40) hours per week, typically performed Monday to Friday, subject to operational requirements. Occasional reasonable flexibility in working hours may be required to support operational needs, time-sensitive activities or business priorities. WHY JOIN VOLATUS AEROSPACE Join an innovative, fast-paced company committed to customer success and industry advancement. We offer a competitive salary, a comprehensive group benefits plan and a group RRSP. Work with a passionate global team on cutting-edge aerospace projects, grow your career in a collaborative, supportive environment and contribute directly to company growth and operational success. HOW TO APPLY If you are ready to take your career to new heights, please apply with your resume and a brief cover letter outlining your relevant experience and interest in the role. Volatus Aerospace is committed to fostering a diverse, equitable, and inclusive workplace where everyone is respected, valued, and empowered to succeed. We welcome applications from people of all backgrounds and experiences and will provide accommodations throughout the recruitment process upon request.

What you’ll do

The Project Systems Administrator will maintain project management procedures, documentation, and reporting tools to ensure project deliverables align with requirements. They will also coordinate technical information, track project milestones, and support project managers in quality and compliance activities.

Requirements

Candidates must have a diploma or degree in a relevant field and approximately 4-5 years of experience in project administration within a technical environment. Proficiency in project management software and strong organizational skills are required to manage multiple priorities and communicate effectively across teams.

Benefits

• Competitive salary
• Comprehensive group benefits plan
• Group RRSP

Listed skills

• Project Coordination · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Microsoft Teams · Preferred
• SharePoint · Preferred
• Jira · Preferred
• Technical Documentation · Preferred
• Reporting · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project administration
• Project coordination
• Document control
• Project scheduling
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Teams
• SharePoint
• Microsoft Project
• Planner
• Jira
• Quality processes
• Change tracking
• Technical documentation
• Reporting
• Knowledge Transfer
• Project Management
• Communication
• Planning
• Templates
• Milestones (Project Management)
• Coordinating
• Information Systems
• Workflow Management
• JIRA
• Innovation
• Detail Oriented
• Business Administration
• Customer Service
• Customer Success Management
• Auditing
• Project Schedules
• Business Priorities
• Record Keeping
• Microsoft SharePoint
• Project Coordination
• Project Planning
• Document Control
• Purchasing
• Aerospace Engineering
• Aviation
• Workplace Inclusivity
• Checklists
• Document Management
• Process Development
• Project Administration
• Project Initiation Documentation
• Change Tracking

Job areas

• Administrative
• Engineering
• Management & Leadership
• Logistics
• Energy
• Systems Project Administrator
• Project / Program Administrative Assistant
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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