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Project Admin Coordinator

7 months ago

Saskatoon, Canada Team Power Solutions Full time

**POSITION MANDATE**

Provides the administrative and logístical support aspect of project management for their department to facilitate and expedite project delivery, as well as performing a range of administrative duties.

**REPRESENTATIVE DUTIES**

Project Coordination
- Develops some and maintains project management documentation and related databases (purchase orders, customer information, budget, applicable paperwork to the Department, etc.).
- Administers and maintains assigned project schedules including coordination of logistics when needed.
- Schedules projects within established capacities and makes recommendations for workforce planning.
- Supports the Project Manager in the planning and scheduling project meetings (kick-off, continuous improvement, etc.).
- Liaises with Department project manager, as required.
- Provides a variety of administrative tasks to support projects.
- Supports the compilation, analysis, and summarization of project financial information to monitor budget status and notifies Project Manager, Supervisor or Manager when expenditures are approaching identified thresholds.
- Prepares and reviews draft interim and final invoicing to internal project manager, ensuring all related documentation is complete and accurate, ready for invoicing by Finance department upon project manager approval.
- Compiles, analyzes, and summarizes job costs to determine overall profit margin.
- Gathers and files relevant project documentation and other content at the close of each project.
- Tracking progress of Change in Condition documents and updating budgets as required.
- Work closely with project manager to identify schedule and potential cost changes.
- Monitor the progress of vendor credits to be credited back to a project.

Administrative Support
- Performs administrative tasks for their department including document preparation, data entry, maintenance, and storage of electronic project files.
- Receives, compiles, and organizes information using databases, forms, files, and spreadsheets.
- Assists project manager with any incoming inquiries pertaining to services, current projects being implemented, billing and/or general coordination of any department related inquiries.
- Audit Purchase orders in preparation for project close.
- Assists Accounts Receivable with required documentation.
- Assists with procurement of materials and supplies for the department.
- Responsible for the general administration of the assigned projects within the department.

**EDUCATION AND EXPERIENCE**

The position requires a Grade 12 or equivalent and a relevant one-year post-secondary certificate with six years of relevant experience along with advance knowledge of project management as well as coordination and administration of a project lifecycle. An equivalent combination of education and experience may be considered.

**ACCOUNTABILITIES**
- Project documentation is well organized, easily accessible, and accurate.
- Project based profit margins are calculated within a reasonable time frame following the completion of projects.
- Supports the project manager to establish Kick-off meetings and continuous improvement meetings which are scheduled and effective.
- Administrative support is timely, accurate and relevant to the scope of the work.
- Required documentation meets quality expectations and standards regarding data entry and/or filing (PO, expenses, budgets, etc.).
- The incumbent’s work areas are maintained in a professional and organized manner.
- Positive and professional relationships and communications with internal and external contacts essential to performing the position’s duties are established and maintained.
- The quality of the work delivered meets expectations.
- Issues of concern or importance are communicated to the Project Manager, Supervisor or Department Manager in a timely manner.
- Compliance with relevant policies, procedures, standards and practices, legislation and codes meet expectations.

**Benefits**:

- Dental care
- Employee assistance program
- On-site parking
- RRSP match
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Overtime pay

Application question(s):

- What are your salary expectations for this role?

**Experience**:

- Scheduling: 3 years (required)
- Microsoft Office: 3 years (preferred)
- Project Management: 3 years (required)
- Administrative: 2 years (preferred)

Work Location: In person