Project Administrator

2 weeks 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.

  • Ipd Project Administrator

    1 week ago

    Greater Toronto Area, Canada Colliers Project Leaders Full time

    Overview: At Colliers Project Leaders, we deliver capital project solutions to fulfill our clients’ needs across the built environment. The work we do makes a difference in communities and for the people who live there. We have a passion for it. Our commitment to realizing our clients' vision inspires us to look beyond the immediate - to the possibilities...

  • Project Manager

    7 days ago

    Toronto, Canada Colliers Project Leaders Full time

    Overview: At Colliers Project Leaders, we deliver capital project solutions to fulfill our clients’ needs across the built environment. The work we do makes a difference in communities and for the people who live there. We have a passion for it. Our commitment to realizing our clients' vision inspires us to look beyond the immediate - to the possibilities...

  • Project Administrator

    3 days ago

    Toronto, Canada Gannett Fleming, Inc. Full time

    : Getting long-term value and flexibility for our clients' facilities requires strategy, not just structures. We use an integrated design approach for our architectural and engineering design services. This enables us to engage all design disciplines early in the project, making key decisions during the conceptual and schematic design stages. Our Transit...

  • Project Administrator

    1 week ago

    Toronto, Canada Demant Canada Full time

    **Demant** is a world-leading hearing healthcare group that offers solutions and services to help people with hearing loss connect and communicate with the world around them. For more than a century, the Demant Group has played a vital part in developing innovative technologies and know-how to help improve people’s hearing and health. In every aspect, from...

  • Part-time Administrative Assistant

    2 days ago

    Toronto, Canada The Shoebox Project for Women Full time

    This position supports the effective financial management, administration and data management of The Shoebox Project, including providing administrative support to our staff and volunteers. The position will require between 7-20 hours per week, depending on the time of year. **Responsibilities** The Administrative Assistant will work collaboratively with...

  • Senior Project Administrator

    Found in: Talent CA C2 - 1 week ago

    Toronto, Canada DIALOG-DESING Full time

    Senior Project Administrator Toronto, ONAdministration – Administrative Support /Full Time /HybridHere at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share. We are a multi-disciplinary collaborative of architects, interior designers, urban...

  • Administrator, Project

    Found in: Talent CA C2 - 2 weeks ago

    Toronto, Canada EllisDon Full time

    In case you’re curious, here’s what the industry  and some cool . You as a Project Administrator will: Answer and direct incoming calls in a prompt, professional and courteous manner Book and coordinate meetings and create and distribute meeting minutes Manage incoming and outgoing mail, resource room schedules, various Excel spreadsheets and...

  • Project Control/Administration Officer

    Found in: Talent CA 2 C2 - 1 week ago

    Toronto, Canada CB Canada Full time

    Project Control/Administration Officer On behalf of our client in the Banking Sector, PROCOM is looking for a Project Control/Administration Officer. Project Control/Administration Officer – Job Description Delivering reports project and enhancement (small initiatives) health checks building or updating presentations and governance documents managing data...

  • Administrative Assistant

    1 week ago

    Toronto, Canada Black Environmental Initiative - A Makeway Project Full time

    BEI is a project on the Makeway shared platform dedicated to the environmental engagement and protection of equity-deserving communities. Reporting directly to the Executive Director, the Administrative Assistant will help implement daily tasks for the implementation of our programs. **Tasks will include**: - Scheduling meetings - Attending meetings and...

  • Project Coordinator/administrator

    2 hours ago

    Toronto, Canada Informa Connect Full time

    Company Description At Informa, we’re passionate about knowledge and connections. We're here to help businesses and professionals all over the world to learn more, know more and do more. And we do that in many ways: creating and delivering specialist content, expert research, powerful live events and exciting on demand experiences, digital platforms...

  • Administrator, Project

    2 hours ago

    Toronto, Canada Aecon Group Full time

    **Build Your Career at Aecon** Aecon is proud to build some of the most impactful infrastructure projects of this generation. From the roads and transit systems that connect our communities, to the communication networks that link us from coast-to-coast, and the water infrastructure that supplies our businesses and homes. Our integral work includes...

  • Sr. Project Administration

    Found in: Talent CA C2 - 1 week ago

    Toronto, Canada Adams Limitless Inc Full time

    Adams Limitless is hired by some of the industries largest and fastest growing residential and commercial developers and builders across North America to help build their elite teams.We are a team of passionate talent agents waiting to help you unlock your Limitless career.If you're ready to be treated like the limitless player that you are by working with...

  • Administrator, Project

    3 days ago

    Toronto, Canada EllisDon Corporation Full time

    **Connect with us **LinkedIn**, **Instagram**, **Facebook**, **Twitter** **Thinking about a change?** We recognize that the construction industry is changing at a rapid pace and we continually strive to be at the forefront. Our core **values** empower people to deliver great careers to one another and develop creative solutions for complex problems on some...

  • Project Administrator

    2 days ago

    Toronto, Canada EllisDon Corporation Full time

    **Connect with us **LinkedIn**, **Instagram**, **Facebook**, **Twitter** **Thinking about a change?** We recognize that the construction industry is changing at a rapid pace and we continually strive to be at the forefront. Our core **values** empower people to deliver great careers to one another and develop creative solutions for complex problems on some...

  • Sr. Project Administration

    Found in: Talent CA C2 - 1 week ago

    Toronto, Canada Adams Limitless Inc Full time

    Job DescriptionAdams Limitless is hired by some of the industries largest and fastest growing residential and commercial developers and builders across North America to help build their elite teams.We are a team of passionate talent agents waiting to help you unlock your Limitless career.If you're ready to be treated like the limitless player that you are by...

  • project administration officer

    Found in: Talent CA 2 C2 - 1 week ago

    Toronto, Canada LaunchPath Inc. Full time

    Education: Expérience: EducationCollege/CEGEPTasksReview and evaluate new administrative procedures Delegate work to office support staffEstablish work priorities and ensure procedures are followed and deadlines are metCarry out administrative activities of establishmentAdminister policies and procedures related to the release of records in processing...

  • project administration officer

    Found in: Talent CA 2 C2 - 1 week ago

    Toronto, Canada LaunchPath Inc. Full time

    Education: College/CEGEPExperience: 1 year to less than 2 yearsTasksReview and evaluate new administrative procedures Delegate work to office support staffEstablish work priorities and ensure procedures are followed and deadlines are metCarry out administrative activities of establishmentAdminister policies and procedures related to the release of records in...

  • Administrative and Project Coordinator

    3 days ago

    Toronto, Canada University of Toronto Full time

    **Date Posted**:07/24/2023 **Req ID**: 32963 **Faculty/Division**: Temerty Faculty of Medicine **Department**: Office of Inclusion and Diversity **Campus**: St. George (Downtown Toronto) **Position Number**: 00054908 **Description**: **About us**: Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the...

  • Project Administrator

    1 week ago

    Toronto, Canada Green Infrastructure Partners Full time

    Our purpose At Green Infrastructure Partners (GIP), our people are second to none. The work we do impacts lives. It impacts our schools and neighbourhoods and shapes our communities and cities. We are one of Canada’s largest and fastest growing construction companies. Every day our people are designing, delivering, and maintaining infrastructure for...

  • Project Administrator

    1 week ago

    Toronto, Canada Green Infrastructure Partners Full time

    Our purpose At Green Infrastructure Partners (GIP), our people are second to none. The work we do impacts lives. It impacts our schools and neighbourhoods and shapes our communities and cities. We are one of Canada’s largest and fastest growing construction companies. Every day our people are designing, delivering, and maintaining infrastructure for...