Project Controller

7 months ago

Dartmouth, Canada Halifax Regional Municipality Full time

**Job Posting**
- Under the general supervision of the Director, the Project Controller coordinates budget, project management, agreement and contract administration, report preparation for Corporate Real Estate. The Project Controller participates in project management activities throughout project implementation, planning and execution phases. They must be analytical, able to prioritize work, be attentive to detail, customer-focused, and be able to work under pressure. The Project Controller must have a thorough understanding of HRM’s processes, along with a proficiency in SAP, both in the Capital and Operating budgets.
- **DUTIES AND RESPONSIBILITIES**:

- Assists with the preparation and management of agreements, contracts, project charters, capital and operating budgets, approval reports, and confidential work
- Monitors expenditures, prepares journal entries, requisitions, and inputs budget projections to ensure accuracy of administrative operating and capital budgets for the business division
- Schedules, researches, and prepares background material for meetings, and other necessary arrangements including attendance, procurement compliance, agenda preparation, recording of minutes and establishing a follow up for action items
- Responsible for the development and implementation of consistent administrative practices and communication protocols (i.e., correspondence, report formats, procurement and financial procedures, general office practices, records management and administration related to leasing, acquisition and disposals etc.)
- Provides SAP training to staff
- Performs other administrative duties as assigned, and/or special projects in support of the Director or the Corporate Real Estate managers and team
- Maintains confidential files for unionized and non-unionized employees
- Tracks invoice payments and addresses vendor issues
- Keeps management team current with budget position on a regular basis
- Assists with the preparation and management of agreements, contracts, project charters, capital and operating budgets, approval reports, and confidential work
- Monitors expenditures, prepares journal entries, requisitions, and inputs budget projections to ensure accuracy of administrative operating and capital budgets for the business division
- Schedules, researches, and prepares background material for meetings, and other necessary arrangements including attendance, procurement compliance, agenda preparation, recording of minutes and establishing a follow up for action items
- Responsible for the development and implementation of consistent administrative practices and communication protocols (i.e., correspondence, report formats, procurement and financial procedures, general office practices, records management and administration related to leasing, acquisition and disposals etc.)
- Responsible for regular budget forecasting.
- Provides financial information and direction to the Director to assist in achieving financial goals
- Prepares and submits time sheets, status change forms and ensures HR database information is accurate and complete
- Creates and maintains attendance and vacation tracking
- Prepares financial reports: updates account payable/receivable records
- Coordinates invoicing and reporting for partnership projects
- Approves requisitions, expenses, and other financial transactions within their authority.

**QUALIFICATIONS**
**Education and Experience**:

- 2-year Diploma from a recognized business or administrative educational institution with a concentration in accounting, legal, business, or related field
- Minimum three years’ relevant experience in financial reporting and project administration

**Technical / Job Specific Knowledge and Abilities**:

- Thorough knowledge of office management and administration procedures
- Thorough knowledge of budgeting, financial record keeping, information management systems, and human resource systems
- Thorough knowledge of HRM’s procurement and budget processes
- Thorough knowledge of the municipality’s corporate structure, its business units and functions, procedures, and the inter-dependencies/relationships between Corporate Real Estate and the rest of the organization
- Strong working knowledge of Regional Council and its committees
- General knowledge of Municipal and Provincial legislation relevant to the business division
- Ability to take and transcribe meeting minutes
- Ability to evaluate information and inquiries and determine an appropriate response, considering the needs for confidentiality, tact, and responsiveness
- Strong Proficiency and expertise with MS Office Suite and in particular Microsoft Word including familiarity with Tracked Changes document editing; and creating and updating document table of contents
- Experience with SAP (or other ERP program) financial/leasing systems; and/or Commercial Real Estate Financial reporting systems
- Strong knowledge of procurement and financial policies and procedures

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