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Project Administrator

3 months ago

Burlington, Ontario, Canada BGIS Full time

Who are we?


Airon (a BGIS company) is an advance heating, ventilation & air conditioning (HVAC) and building automation systems (BAS) service and installation company for facilities large and small.

Our unique portfolio of projects qualifies us to service a wide range of clients in various market sectors such as institutional, healthcare, commercial and industrial.

We enable our clients to reduce energy and operating costs while improving occupant comfort.


Through our shared values, we focus on building a sustainable future, diversity and belonging, and providing continuous learning and development.

A career at Airon (a BGIS company) offers competitive total compensation that includes:

  • Comprehensive Health & Dental Plan
  • RRSP Plan
  • Paid Vacation Days
  • Company Vehicle
  • Career Growth and Development

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.


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 signoff 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.

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

Licenses and/or Professional Accreditation

  • Demonstrates an interest in pursuing Project Management Institute Accreditation