Project Administrator

6 months ago

Toronto, Canada BGIS Full time

**ABOUT US
**OUR CULTURE
At BGIS, our culture is built on three foundational pillars:
**Culture of Care**:We deeply care for each other, our clients, partners, and the communities we serve.

**High Performing Teams**:We go Above and Beyond to deliver exceptional services. INTEGRITY, OWNERSHIP, RESPONSIVENESS, INITIATION, VISIBILITY, DRIVE, and INTEGRATION are core to high performance.

**Unwavering Commitment to Sustainability**:We conduct every action with a focus on preserving our earth.

**SUMMARY
The **Project Administrator **is accountable for project administration and project financial administration activities including but not limited to maintaining project documentation, completing project set up, data management, financial and administration close out requirements.

This role will work in collaboration with all key BGIS departments to ensure full support of all activities and play a key role in our INTEGRATED approach to operating buildings.

**Opportunities for Development**:
At BGIS we are committed to the development of our people - offering them opportunities to learn and grow into various roles. Success in the role offers Team Members the opportunity to explore various roles - some include:
Roles within the project management team

Roles within the Facility/Operations team

Roles within our Workplace Management team

**KEY DUTIES & RESPONSIBILITIES
**Safety Ownership and Regulatory Compliance:
- Comply with all internal and external requirements including but not limited to environmental, health and safety, fire protection and mandated by BGIS Health Safety and Environment Teams and enforced by law.

**Project Administration**
- To perform project administration duties in consultation with Project Mangers as follows:
**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.
- Administers 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**
- Administers project close out requirements - Follow all Technical and Financial Close out Protocols and Checklists to avoid any close out backlog as per KPI list and ensure key activities are complete.
- Gathers and ensures receipt and sign-off of all project documentations. Files project documentation.
- 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.

**Project Handover to Operations -**

Supports the collection and handover of project closeout documents (CMMS, Environmental reports Warranty packages, manuals, as builts, permits), Minute Templates

**Integration / Collaboration with Operations and Other Groups**

Work in Collaboration with Key BGIS Account Team Members - Health and Safety, Environment, Capital / Asset Planning, Operations and technical services, Energy Management, Heritage, Workplace etc to ensure review of project scope and alignment to key requirements in these departments.

**Project Performance, Approvals, Reporting and Data Integrity**
- Responsible for the full adoption of BGIS PM Technology, Dashboards and Reports as the centralized data warehouse for all project information
- Ensure all project documents / approvals are complete within the system and are reviewed for completeness and accuracy
- Review and use key dashboards (PM System and/or BI) regularly (daily, weekly as required) as per BGIS protocols to monitor project performance and adhere to outlined MSA Key Performance Indicators Support the Project Manager to prepare status reports as required for client and BGIS updates on Project Health

**Client Relationship Management**
- Develops and maintains effective relationships with clients.
- Accountable for resolving issues, managing client expectations, and ensuring client satisfaction.
- Escalates issues as needed Other duties as assigned.

**KNOWLEDGE & SKILLS
- Administrative, coordination and organizational skills - administrative and organizational skills along with related administrative and coordination work experience. (3 to 5 years of project administration work experience or administrative work experience)
- Communication -effective communication and influencing skills.

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