Project Administrator

1 week ago

Peterborough, Canada Spirit Omega Inc. Full time
Our client is seeking a Project Administrator in Peterborough, Ontario

OVERVIEW

This candidate willassist the project delivery team through all stages of the project lifecycle, from the estimating to project closeout. Focus is on facilitating the information flow from the onsite project team, including subcontractors and suppliers, to the Project Manager and to the client. This role is responsible for gathering project information and compiling it to meet the needs of the client and company. The Project Assistant supports the PM with administrative tasks associated with the project and supports the finance department with entering project finance data into Maestro / Sage Intacct. PMs rely heavily on the PA for administrative support and the timely delivery of project information through out the project lifecycle.

RESPONSIBILITIES
  • Receive, review, and process field data including daily field packages with supporting backup and vendor invoices.
  • Verify accurate data capture and processing for all project costs including labour, equipment, subcontractor, and materials.
  • Assist with Pre-qualifications / Tenders / Proposals documentation.
  • Develop submission structure / organize proposal content.
  • Upload awarded estimates to Maestro for review by Project Manager
  • Work closely with PM on Change Management processes for RFI / CCN submissions and follow up.
  • Work with PM for Subcontract / Purchase Order / Change Order creation and entry to Maestro / Sage Intacct.
  • Ensure flow down of Terms & Conditions from Prime Contract through to Subcontracts.
  • Co-ordinate with PM and/or Site Supervisor for issuing of Subcontracts and Pos
    • Ensure all associated Quotes and documents are uploaded to Maestro / Sage Intacct.
    • Enter Subcontract in Maestro / Sage Intacct for approval PM prior to release.
    • Confirm contract cost coding lines up with the estimate.
    • Follow internal approval / sign off process.
  • Complete credit applications
  • Upload signed contracts into Maestro / Sage Intacct.
  • Verify & collect end of project documentation & project close-out requirements.
  • Compile / complete project binders for Site Superintendents:
    • Project Details Binder including control estimate, work plans, supplier quotes / purchase orders, job specifications, site drawings, permits and licenses, etc.
    • Set up site specific field package for Site Superintendent to track daily activities and costs.
  • Meet submission deadlines by establishing priorities and target dates for information gathering writing, review, and approval.
  • Arrange for Bonding and / or Certificates of Insurance
  • Set up project and client billing template in Maestro / Sage Intacct.
  • Receive, review and process field data including daily field packages with supporting backup, vendor invoices.
  • Verify accurate data capture and processing for all projects costs including labour, equipment, subcontractor, materials.
  • Support the project delivery team in meeting the project deliverables as required.
  • Support subcontractor vetting and prequalification process.
  • Reads, understands, and follows our Corporate Health and Safety Program, Policy, and Procedures. Ensures health and safety is considered in the performance of all activities both on and off the job. Participation in Health & Safety initiatives will be monitored and reviewed as necessary.
QUALIFICATIONS

Experience:
  • 1 – 3 years of experience is a must.
  • Civil and/or Environmental Construction Field experience is an asset.
Knowledge, Skills, and Abilities:
  • Construction industry exposure and experience is required.
  • Strong computer skills (experience in Excel, MS Office, Maestro, Sage Intacct, Heavy Bid/Job, B2W is an asset)
  • Excellent planning and organization skills
  • Able to work in a fast-paced environment.
  • Able to understand and prioritize requests.
  • Able to focus on details with a keen eye for accurate numerical data capture.
  • Must be willing to take initiative to find answers and understand project needs.
  • Able to work collaboratively with team members.

If this sounds like you and you'reseeking a rewarding career, we'd like to discuss the fit

Closes when successful candidate identified

***Indigenous candidates will be prioritized***

**We thank all applicants for applying, however only those considered for an interview will be contacted directly**

Spirit Omega is committed to a diverse and inclusive workplace. We welcome applications from anyone, including members of visible minorities, women, Indigenous peoples, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.

Looking for more opportunities? Check out our website at www.spiritomega.org


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