Project Administrator
7 days ago
**Project Administrator - Sherwood Park, AB (Leave Coverage - 12 Months)**
In the position of Project Administrator, reporting to the Project Control Lead - AB, you will provide Administrative, Accounting, and Project Controls support to the project team. This is a 12-month leave coverage position requiring exceptional organizational, time management, and communication skills to ensure accurate payroll, timekeeping, and cost management functions.
**Key Accountabilities**:
- Ensure all employee and personnel records are accurate in the relevant time management and customer systems.
- Record time and payroll data accurately and timely for invoicing purposes.
- Review vendor quotes and create purchase orders, ensuring proper cost coding.
- Receive and manage goods/services against purchase orders and close fully completed orders.
- Maintain accurate project crew lists and report on time usage and project costs.
- Address and resolve employee payroll inquiries.
- Support project supervision by maintaining compliance with union agreements, company policies, and site/client requirements.
**Duties & Responsibilities**:
- Prepare and enter customer billing and invoicing data into client systems.
- Upload approved budgets into project systems using CBS/WBS frameworks.
- Collect, review, and organize vendor quotes, issuing purchase orders accordingly.
- Maintain a register of purchase orders and related documents to support vendor invoicing.
- Process payroll hire forms for new hires and update personnel records in the CIMS timekeeping system.
- Maintain a detailed database of workforce data, including travel and accommodation records.
- Publish daily crew lists and reconcile them against timesheets.
- Enter timesheets into Billings/DTC, ensuring compliance with union agreements and legislation.
- Create daily/weekly LEMs with valid cost codes for project use.
- Manage terminations within union timelines, updating relevant systems and records.
- Reconcile data between Billings/DTC and customer systems to ensure revenue assurance.
- Generate payroll exports for the Payroll department within deadlines.
- Produce daily/weekly reports for clients and site supervision as required.
- Coordinate workforce accommodations, travel, and shuttling, maintaining accurate usage logs.
**Qualifications**:
- Business administration certificate, diploma, or degree (preferred).
- 2+ years of payroll and timekeeping experience.
- Familiarity with interpreting union agreements.
- Strong organizational skills and ability to work independently.
- Detail-oriented with excellent accuracy.
- Proficiency in Office Suite (Excel, Word, Outlook).
- Strong English communication skills, both written and verbal.
- Valid driver’s license.
- (preferred): Experience with Fieldglass, Maximo, or similar LEM programs.
**Working Conditions**:
- Travel may be required.
- Work may occur in operating plant facilities, including pulp mills, refineries, and smelters.
- High-stress situations may arise due to deadlines or investigations.
- Occasional extended work hours (weekends/holidays).
**Physical Requirements**:
- Ability to work at a computer for extended periods.
**About Us**:
CIMS LP is 100% Canadian owned and operated mechanical contractor serving locations across Canada. CIMS provides services in the heavy industrial sector, including the largest plant shutdowns and complex industrial projects in the Oil &
Gas, Mining & Industrial, Pulp & Paper, and Power Generation industries. We have a strong reputation for executing projects on or ahead of schedule and providing critical 24-hour emergency response services. Our labour affiliations allow us to quickly mobilize highly skilled trades for emergency work, complex major capital or maintenance projects. We work closely with our project stakeholder throughout the project lifecycle to identify, implement, and enforce all aspects of work that impacts productivity, which is critical to our customer’s success.
What differentiates CIMS is Our People. Our reputation for the past 30+ years in the business have given us the ability to attract and retain high-performing staff and field supervision who are committed to our CIMS Core Values and making a positive impact every day. Our Promise is that every employee goes home injury-free and that the job is done right the first time. Our Passion is providing our customers with peace of mind with our team’s knowledge, experience, innovated thinking and integrity.
CIMS LP is committed to ensuring that reasonable accommodation is made available to people with disabilities during the recruitment, assessment and selection processes. If there's something we can do to help make the recruitment process more accessible-friendly, let us know, and we will do our best to accommodate.
**Job Types**: Full-time, Fixed term contract
Contract length: 12 months
**Benefits**:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
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