Project Administrator

2 weeks ago

Vancouver, Canada Sedgman Limited Full time

**External Advert Text**

Project Administrator (Requirement to go to site)

Position Summary:
Provide assistance to the project manager and project team members by undertaking a number of administrative functions to support the continued delivery of EPC projects.
- Your responsibilities will include, but are not limited to:
**Meetings / Communication / Reporting**
- Arrange and coordinate meetings
- Facilitate timely and accurate project and financial reporting
- Prepare monthly reports, minutes of meetings and any other correspondence as required
- Attend regular procurement meetings and update on procurement progress as required

**Procurement Support**
- Manage / monitor the procurement procedure and processes
- Assist procurement staff to ensure the correct and latest templates for tendering, approval forms, package recommendations and contracts are being utilised
- Ensure procurement management tools such as the Procurement Register are being updated regularly and accurately
- Assist procurement personnel with obtaining the correct approvals (per the Delegations of Authority) prior to issuance of any documentation
- Assist with the preparation, compilation, and issue of all tenders or requests for quotation
- Ensure all tender documents, addendums and contracts are formatted in line with the Sedgman style guide prior to being issued
- Logging of documents in the document management system and preparation of transmittals for outgoing documentation
- Issue approved documentation to nominated suppliers
- Collation of information for tender evaluation
- Assist in the preparation and administration of all subcontracts in accordance with the terms and conditions
- Assist with the coordination and expediting of supply and subcontractor deliverables
- Preparation of purchase orders and progress claim certificates. Modify purchase orders to include variations as required. Issue variation documentation to subcontractors.
- Follow up on supply contract deliverables (e.g. bank guarantees, manuals, MDR's etc.)
- Reconcile supplier invoices to purchase orders and liaise with accounts for payments
- Coordinate payment certificates and process payments in accordance with the requirements of the contract conditions and relevant law

**Project Travel and Mobilisation / Demobilisation**
- Manage the personnel on-boarding process, including the following:

- Book of inductions and medicals
- Arrange flights, car hire, accommodation
- Prepare purchase orders and reconcile against invoices
- Hire of office equipment / housing if required / sourcing of mine spec hire vehicles if required
- Coordinate supply of site clothing and PPE
- Manage the site roster

**Project Specific Training Records Administration**
- Arrange all training bookings for individuals with internal and external providers and communicate arrangements with employees and managers
- Maintain records of employees training and development requirements as well as completed training in accordance with the Training Records Management Framework
- Ensure that records are managed to respect employee privacy and confidentiality obligations
- Follow up employees and training providers for evidence of successful completion of training
- Check staff statutory training records prior to employees being mobilised to site and arrange necessary training in accordance with the Training Records Management Framework.
- Provide regular monthly reporting to managers on expiring statutory training

**Quality Management**
- Participate in the development and continuous improvement of the quality management process and system and ensure that project and Company quality standards are implemented on the project.

**Other miscellaneous duties as required**
- Provide administration support to the project team as required
- Process project credit card expenses
- Assist with sales / billing /client invoicing based on project requirements if required

Ensure all project documentation is filed correctly, whether it be on the project folder, Aconex, or similar

What we are looking for:
**Qualifications**:

- Certificate in Business / Business Administration or equivalent

**Essential skills, knowledge and experience**:

- Project administration experience, ideally in the resources / construction industry
- High attention to detail and strong interpersonal and communication skills
- Awareness of the Building and Construction Industry Security of Payments Act
- Intermediate to Advanced MS office skills (i.e. Word, Excel, Outlook, PowerPoint)
- Experience with tender and contract documents
- High level of written and verbal communication skills
- Ability to work independently and as part of a team

**Desired skills, knowledge and experience**:

- SAP experience
- Experience in construction/resources industry

About Sedgman

Sedgman Pty Ltd is a market leader in the design, construction and operation of mineral processing plants for the global resources sector. Our specialised technical expert

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