Field Office and Shop Administration

Role Summary
We are seeking a Field Office and Shop Administration to join our team in Ottawa! This role supports fabrication shop operations by maintaining documentation standards, coordinating schedules, and ensuring smooth day-to-day administrative functions. This is an on-site role that works closely with shop leadership, trades teams, and operational staff to support efficient and organized project execution.

Why This Role Matters to Modern Niagara
Accurate documentation, scheduling coordination, and administrative support are critical to fabrication and refrigeration operations. This role helps ensure work is properly tracked, compliant, and organized—supporting safety, quality, and on-time delivery across shop and field teams.

Key Impact / Purpose

• Maintain accurate and organized documentation to support fabrication, QA/QC, safety, and compliance requirements
• Enable efficient shop operations through scheduling, tracking, and administrative coordination
• Support field and shop teams by ensuring timely access to information, records, and resources

Duties and Responsibilities:

• Manage document control in Procore and digitize piping shop records
• Assemble and maintain TSSA and fabrication binders, including blank binders for piping and refrigeration
• Track active jobs and maintain the Master Production List for prefabrication pipe manufacturing
• Track weekly hours versus budget hours for piping prefabrication
• Support Tool Crib software updates and tool inventory cleanup
• Log rental equipment and maintain master lists of rentals and returns for field teams
• Support the creation and filing of pipe shop safety documentation
• Order office and janitorial supplies
• Assist with QA/QC documentation, fabrication drawings, and skid tag printing
• Provide administrative support for meetings, including minute-taking
• Support refrigeration project logistics and document organization
• Maintain and distribute scheduling spreadsheets for refrigeration and piping welders
• Provide general administrative and communication support for shop forepeople

Must‑Haves:

• Strong organizational skills with the ability to manage multiple priorities
• Ability to handle highly confidential information with discretion and professionalism
• Strong written and verbal communication skills
• High attention to detail with strong problem-solving and decision-making abilities
• Ability to work independently with minimal supervision
• Strong interpersonal skills with the ability to collaborate effectively in a team environment
• Advanced proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint)
• Ability to quickly learn and adapt to company-specific systems and tools
• Commitment to continuous learning and improvement

Nice‑to‑Haves:

• Experience in a fabrication, construction, or industrial shop environment
• Familiarity with Procore or similar document management systems
• Exposure to QA/QC processes, safety documentation, or tooling inventory

This is a replacement position. Expected annual compensation; $46,000 - 60,000. 

Modern Niagara offers a competitive total compensation package including:  

• Defined Contribution Pension Plan with a generous employer contribution  
• Flexible Health and Dental benefits with tiered options to meet the needs of you and your family  
• An annual health spending account to support your overall wellness  
• 24/7 confidential support through our Employee and Family Assistance Program with access to comprehensive resources and professional services  
• A competitive vacation package with additional vacation granted throughout your tenure with the organization.  
• Employer Paid Parental Leave Top Up  
• Annual Community Day dedicated to volunteering and giving back to the communities where we live and work  
• Corporate Discounts through various vendors across Canada for programs such as fitness, mobile phones, travel, home and auto insurance and many others  

Here at Modern Niagara, because we know our people are the best in the industry, we pride ourselves on providing a total compensation package that rewards employees for their hard work and supports employees and their families in their overall wellbeing.   

About Modern Niagara 

Who We Are 

Modern Niagara helps building owners, managers, and general contractors meet the mechanical, and electrical needs of their buildings across Vancouver, Calgary, Edmonton, Toronto, Southwestern Ontario, and Ottawa. We are committed to having a positive and meaningful impact on Canada’s infrastructure — and on the communities where we live, learn, work, and heal. We build for life. 

Our Culture & Values 

We value passion, initiative, determination, professionalism, and teamwork. Health and safety are embedded in everything we do, and our award-winning safety culture consistently performs well above industry standards. 

Diversity, Equity & Inclusion at Modern Niagara 

We are committed to building a diverse, equitable, and inclusive organization where everyone has access to opportunity, feels a sense of belonging, and can thrive. We actively work to remove barriers faced by members of equity-seeking groups (including women, Indigenous, Black, racialized, 2SLGBTQIA+ people, people with disabilities, and newcomers to Canada) in the construction industry. We encourage applications from candidates of all backgrounds and lived experiences and are committed to a barrier-free hiring process. If you require accommodation at any stage of the recruitment process, please contact us at careers@modernniagara.com so we can make appropriate arrangements. 

We appreciate every applicant’s interest in joining Modern Niagara. Only those selected for an interview will be contacted.