Job Description

About the Role:

SMS Security has been providing security solutions to the GTA for over 35 years with a strong presence in the multi-residential market.

Are you a technology enthusiast with a background in project coordination? SMS Security is looking for someone just like you. With over 35 years of experience delivering trusted security solutions across the GTA--particularly in the multi-residential sector--we're expanding our operations team and seeking a Project Administrator to help manage and streamline our growing list of projects.

This role is ideal for someone who understands the technical side of the security industry and is now looking to apply their experience in an administration and coordination capacity from the office. You'll play a key role in ensuring smooth project execution, managing daily project operations, and enhancing internal processes to support our clients and field teams.

Key Responsibilities:

Project Initiation & Setup

Receive and process project approvals from management and clients. Input detailed project information into company management systems and Create comprehensive project files and establish tracking systems. Prepare initial project briefs with scope, timeline, and resource requirements with the help of the project lead. Establish project communication protocols and stakeholder contact lists.

Project Coordination & Communication

Act as the main point of contact between project technical teams, clients, and stakeholders. Track project progress and ensure deadlines are met using tools like Monday.com and ServiceTitan. Review scope of work and coordinate with Project Lead to identify deficiencies beforehand. Coordinate with the Procurement team and inside sales to ensure order timelines are met with client expectations. Work on required permit applications process with the city, Fire Inspector, and Electrician where required. Manage project calendars and coordinate site visits, inspections, and client meetings. Distribute regular project status reports to all stakeholders.

Operations & Resource Management

Oversee daily project tasks, ensuring they are completed on time and within budget. Work along with Project Lead to mark up drawings, create execution tracking plans for projects expected to run in phases Monitor resource utilization (Labour) and identify potential bottlenecks. Ensure compliance with company policies, industry regulations, and legal requirements.

Administrative & Financial Support

Ensure project expenses are accurately processed and documented in coordination with finance. Notify the finance team on additional equipment used and change orders generated. Prepare reports on project performance, including operational metrics and resource utilization. Process project-related paperwork, permits, and regulatory documentation and make sure it's stored in the customer master database. Coordinate with accounting for project invoicing and payment tracking.

Quality Assurance & Project Completion

Coordinate final inspections and system testing procedures with sales personnel. Ensure all project deliverables meet quality standards and client requirements. Manage project handover processes and client training coordination. Prepare comprehensive project completion reports and lessons learned documentation. Ensure proper warranty documentation and support transition processes. Conduct post-project reviews to identify improvement opportunities with all stakeholders.

Process Improvement & Efficiency

Implement Standard Operating Procedures (SOPs) to enhance efficiency created by the Technical lead team. Research and recommend new tools and technologies to improve project management. Create templates and standardized processes for common project activities. Monitor industry best practices and recommend implementation strategies. Maintain and update project management methodologies and documentation standards.

Preferred skills and experience:

Microsoft office (Excel, Word and PPT) or similar management software Exceptional Organizational skils Electrical Engineering or Construction background Project management cerftications. Willing to adapt and learn new security products.
This role is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and is passionate about optimizing project operations.

Interested in the role but not checking every box? Please apply anyway. We understand that candidates have diverse experiences that may make them a strong fit for our organization.

We Offer:

Compensation and Exciting Benefits Career Growth: Opportunities for advancement within the organization Performance Rewards: Bi-annual bonuses to recognize your contributions Wellness Support: Annual wellness fund of $500 to support your health and well-being. Wellness Leave: 1 paid Wellness leave to recharge Paid Training: All the training you need to succeed, fully paid Comprehensive Benefits: Enjoy medical, dental, and vision coverage to keep you and your family healthy. Mobile Support: A company phone to stay connected. Employee Assistance Program: Support for personal or work-related challenges
SMS Security is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. SMS security does not discriminate based on disability, race, creed, gender, or any other basis protected under federal, state, or local laws. Please advise Human Resources if you require any accommodations.

Job Types: Full-time, Permanent

Pay: $45,000.00-$55,000.00 per year

Benefits:

Company events Dental care Employee assistance program Extended health care Life insurance Paid time off Wellness program
Work Location: In person