Project Administrator

4 weeks ago

Halifax, Canada Dillon Consulting Limited Full time

Overview:
Are you someone with strong leadership and administrative skills? Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a trusted partner and a problem solver? As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.

**Your opportunity**

**flexible** work arrangements to help balance the competing demands of work and personal life.

In this role you will be a welcome addition to our dynamic administrative team. As a Project Administrator you will showcase your financial, organizational and communication skills in a fast-paced professional office environment. Your ability to create strong working relationships with technical project managers will elevate your and the company’s collective success. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm.

**Responsibilities**:
**What your day will look like**

**Project Administration (87%)**
- Provide administrative support to Project Managers for the overall life-cycle of projects, including but not limited to:

- electronic project set-up and maintenance
- client invoice review and tracking
- regular financial monitoring and budget analysis using Dillon’s financial management system and earned value management
- liaise with Dillon’s finance department
- Assist with the development and maintenance of documentation in accordance with Dillon’s quality management system and implementation in accordance with Dillon’s business processes, including project plans, health and safety plans, project schedules, etc.
- Assist with drafting client and sub-consultant/sub-contractor agreements and scope changes using Dillon standard templates, and coordinating the contract review and approval process
- Track, verify, and process sub-consultant/sub-contractor invoices
- Provide enhanced and embedded project support to meet unique project requirements on an as required basis, including administrative support and task coordination. Some potential examples as follows:

- Attend project meetings to record and distribute meeting minutes
- Construction contract administration support, including construction contract procurement, payment certificates, change orders, reporting, and document management
- Detailed coordination for project meetings, public engagement open houses, or workshops, including venue selection, catering, display materials, and on-site event support
- Support for the development of project documentation (e.g. reports, letters, memos, forms, specifications), including assistance with planning and maintaining schedule, compiling from multiple authors, inclusion of tables/graphs/graphics, and coordinating quality and risk reviews
- Document formatting and production, including editing, proofreading, and overall quality review

**General Office Administration Support (10%)**
- Assist with general office-related administrative activities as required, and contribute as part of the administrative team to fulfill the variety of tasks necessary to run the office effectively

**Learning and Development (3%)**
- A commitment to self-development and ongoing learning and professional development.

Qualifications:
**What you will need to succeed**
- Three (3) to five (5) years administration related experience or demonstrated combination of education, skills, knowledge and experience
- Two (2) years’ experience in a project administration role
- Post-secondary education in an administration related program is considered an asset

**Experience**:

- Understanding of basic accounting principles, terms and financial functions
- Proficient in the use of the Microsoft Office Suite, specifically Word, Excel, and PowerPoint
- Excellent attention to detail, a high regard for accuracy, and the ability to provide high quality outputs
- Professional verbal and written communication skills
- Time management skills and the ability to prioritize work effectively to meet tight deadlines and adapt to changing workload demands
- Strong interpersonal skills and a positive “can do” attitude
- Ability to develop innovative solutions when experiencing unexpected challenges or roadblocks
- Experience in MS Project is considered an asset
- Experience in a Professional Services consulting firm (engineering/environmental/planning) is considered an asset

**Why choose Dillon**

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our
**core values**:

- Reliability: words that result in actions build trust;
- Achievement: do the work to hit the target;
- Continuous development: always learning; always adapting; always growing

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