Project Administrator
BGIS
Ottawa, CA
4d ago

SUMMARY

The Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.

The diversity of projects carried out by the Design and Project Delivery Services group in a wide range of industries retail, commercial, institutional and industrial makes this position an exciting opportunity to be involved in different construction models, have exposure to a variety of stakeholder interests, deepen your knowledge base and advance your career.

You will be part of a Project Management team delivering services that span across all project phases, from workplace planning to pre-construction and design development, to management of construction.

With 4,500+ projects managed per year, 160+ team members and $450M+ delivered annually, our group delivers projects across Canada, from small infrastructure upgrades to tenant fit-ups through to major consolidations and new builds, to energy retrofits and critical environments.

KEY DUTIES & RESPONSIBILITIES

Project Set Up

  • Inputs project information into databases and completes project set up process
  • Project Tracking and Documentation

  • Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
  • Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
  • Project Financial Administration

  • Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
  • Executes the purchase order process.
  • Reconciles purchase orders to invoices to ensure accuracy.
  • Project Reporting

  • Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
  • Reviews and communicates risks to Project Managers.
  • Project Close Out Administration

  • Executes project close out requirements.
  • Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
  • Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
  • Reviews and reconciles actual project expenses against cost estimates.
  • Other duties as assigned.
  • MINIMUM EDUCATION : Community college diploma or equivalent training (e.g. RPA, CET)

    JOB-RELATED EXPERIENCE : More than one year up to three years

    KNOWLEDGE & SKILLS

  • Community college diploma
  • 1 to 3 years of project administration or administrative work experience
  • Strong administrative and organizational skills
  • Ability to provide project administration support
  • Ability to maintain accurate data
  • Strong attention to detail and data accuracy
  • Ability to extract and compile data into reports
  • Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
  • Computer proficiency in MS Office applications in particular MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications
  • Licenses and / or Professional Accreditation

  • Demonstrates an interest in pursuing Project Management Institute Accreditation
  • PDS2020

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