Project Administrator

6 months ago

Burlington, Canada Freshco Retail Maintenance Full time

**Project Administrator**

**Job Summary**:
As a Projects Administrator at Freshco, you will be responsible for assisting the Project Manager and Project Coordinators coordinating the activities of a project to ensure cost, schedule, document control, and quality standards are met. You will play a vital role in supporting the daily operations of our project team. Your primary responsibility will be to provide administrative and clerical assistance to the Project Managers and other team members. You will contribute to the smooth functioning of our projects by handling various administrative tasks and maintaining effective communication channels. As a representative of Freshco, you are expected to work and conduct yourself in a professional and respectful manner with all sub-contractors, clients, suppliers, co-workers, and all other external stakeholders as directed.

**Specific Responsibilities of this position include, but are not limited to the following**:

- Provide general administrative support to Project Managers and team members, including managing schedules, coordinating meetings, and handling correspondence
- Assist in the preparation and distribution of project-related documents, reports, and presentations
- Maintain project files and ensure accurate and up-to-date documentation
- Assist in the creation and maintenance of Project Management tools, such as spreadsheets, databases, cloud-based portals, and tracking systems
- Assist with ensuring that all work is completed in compliance with applicable regulations and codes, and that all necessary permits and approvals are obtained for construction projects
- Coordinate travel arrangements, accommodations, and logistics for project team members, as required
- Monitor and manage project-related expenses, ensuring adherence to budgetary guidelines
- Assist in the preparation and coordination of project proposals, bids, and contracts
- Act as a point of contact for internal and external stakeholders, providing timely and professional responses to inquiries
- Collaborate with cross-functional teams to ensure effective communication and information flow with the organization
- Support Project Managers in monitoring project progress, identifying potential issues, and implementing appropriate solutions
- Contribute to the continuous improvement of administrative processes and procedures

**Additional Project Administrator Responsibilities (Onsite)**:

- Conduct on-site visits with project locations to gather information, assess progress, and communicate with project stakeholders
- Collaborate with Project Managers/Coordinators to schedule and coordinate site visits, ensuring timely and efficient execution
- Prepare necessary documentation, such as site visit reports, progress updates, and observations, based on the information collected during site visits
- Assist in evaluating site conditions, identifying potential risks or obstacles, and making recommendations for improvement

**Additional Project Administrator Responsibilities (Professional Development)**:

- Actively engage in ongoing learning and professional development opportunities, such as attending seminars and training programs relevant to Project Management and the construction industry
- Proactively seek opportunities to meet and collaborate with Project Managers to learn from their experiences, gain insight into Project Management best practices, and expand your knowledge in the field
- Participate in regular meetings with Project Managers to discuss project updates, challenges, and lessons learned, actively contribute to discussions, and offering support where applicable
- Take initiative to understand various Project Management team by documenting lessons learned, best practices, and success stories, and disseminating this information among team members
- Assist Project Managers in preparing project-related reports, presentations, and documentation, leveraging these opportunities to learn about project planning, execution, and monitoring
- Actively contribute to the improvement of internal processes and workflows by identifying areas for optimization and proposing innovative ideas or solutions to Project Managers
- Foster a culture of knowledge sharing within the Project Management team by documenting lessons learned, best practices, and success stories, and disseminating this information among team members
- Stay updated on industry trends, emerging technologies, and advancements in Project Management methodologies, sharing relevant insights and knowledge with Project Managers and the team
- Seek feedback from your manager and team on your performance, areas of improvement, and opportunities for growth, and utilize this feedback to enhance your skills and excel in your role

**Travel**:

- This role could require local travel to various job sites or client spaces

**Hours of Work**:

- Monday to Friday from 9am - 5pm (EST)
- Before or After hours (night and weekend) work may be required in

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