Project Administrator

Provides administrative assistance on projects from proposal phase, planning, tracking and documentation, project closeout to reporting results

Works within project management software to set up new projects, input data, and create reports

Compiles data and perform calculations using Microsoft Excel (including Teams and SharePoint)

Utilizes existing tracking systems or creates new tracking systems (in Microsoft Excel or other) to track time, costs, schedule, task, materials (nursery plant orders)

Updates the corporate website, LinkedIn, and social media pages if requested by project managers

Posts job postings on internal and external sites and arranges interviews when recruiting new project staff

Creates purchase orders for project managers

Ensures documentation of completed projects is filed/archived for future reference

Reviews subcontractors’ submittals to ensure submittals are complete

Reissue project manager delegations to team via online task assignments and meeting minute notes

Uploads and organizes project related documents to SharePoint

Compiles, processes and coordinates and enters project data and generates reports

Reviews third party tickets, field tickets and invoices for accuracy and submits for payment

Ensures accuracy of field time sheet entry (field level) against projects prior to payroll processing

Supports the Financial Controller in the collection of expenses for invoicing

Ensures accurate tracking of equipment; may work with the Operations Manager or project coordinators to procure project equipment

Assists with taking notes and minutes at project meetings

Orders project specific supplies

travel and accommodation arrangements for field staff, including vehicle rentals

Assists staff in completing timesheets, HR forms, safety documents, etc.

Arranges for employee drug and alcohol testing

Works with HSE Manager to arrange safety training and organize health and safety tickets, report safety stats and develop safety management plans

Work with junior staff on capacity building in administrative skills

Minimum 3 years in an administrative role with preference given to candidates that possess post-secondary certification in office or business administration

Proficient in Microsoft 365 applications

Advanced Microsoft Excel skills are an asset

Strong organization, coordination, and prioritization skills

Clear communication skills both verbal and written

Strong documentation skills

Ability to work in a fast-paced team environment

Please send cover letters and resumes to jobs@askilp.ca