Project Administrator/assistant

3 weeks ago

Hamilton, Canada American Iron and Metal Full time

Company Description

American Iron & Metal (AIM) is a family-owned company and recognized global leader in the metal recycling industry with more than 125 sites and 3500 employees worldwide. We have continued to prosper for the last eight decades (we just celebrated our 86th birthday) thanks to the dedication of our employees and the ongoing trust and support of our customers.

Become part of the AIM community, a growing team with an entrepreneurial spirit who has over the years evolved into a successful and multifaceted company with business divisions that include metal recycling, decommissioning and demolition, auto-parts sales and recycling, manufacturing of solder assemblies, construction waste recycling, and production of customized industrial and mining products.

We take pride in doing good things for the environment to help create a greener, more sustainable future for all.

It’s simple; we do it right. We AIM for excellence.

**Job Description**:
We are seeking a detail-oriented and organized individual to join our Engineering Department as a Project Administrator/Assistant. As a Project Administrator/Assistant, you will provide essential support to the engineering team in the planning, coordination, and execution of various projects and initiatives. Your role will involve assisting with administrative tasks, organizing project documentation, facilitating communication among team members, and ensuring the smooth flow of information. This position requires excellent organizational skills, effective communication, and the ability to work in a fast-paced environment.

**Responsibilities**:
**Administrative Management**:

- ** Administrative Management**:

- Responsible for the department administration tasks and document control
- Assist the engineering director in his responsibilities as assigned
- Develop and implement office management policies, and procedures to improve efficiency and productivity
- Maintain office supplies, equipment, and inventory
- Handle administrative correspondence, including mail, and phone calls
- **Document Control and Record Keeping**:

- Working with the Director to establish and maintain document control procedures for construction projects.
- Manage document flow, including filing, tracking, and archiving project-related documents.
- Ensure accurate and up-to-date records of contracts, permits, drawings, specifications, and other project documents.
- Assist project teams in retrieving and accessing relevant documents when required.
- Ensure the online project documents managed by the PM’s respect the office organization policy.
- Coordinate with other corporation departments for essential documents submissions
- **Financial Management**:

- Assist with preparation of the management cost tracking
- Submission of purchase orders, invoice receival, and payment requests, and coordinate with the accounting department
- Invoice Distribution process to the proper PM
- Maintain financial records, expense reports, and reconcile accounts as necessary
- Support the Director in preparing financial reports and summaries
- Ensure the payment process is attempted by the accounting department
- **Communication and Coordination**:

- Serve as a central point of contact for internal and external stakeholders, including project teams, clients, subcontractors, and suppliers.
- Facilitate effective communication and information flow within the office and between project teams.
- Coordinate meetings, conferences, and assist in documenting meeting minutes.
- Assist in preparing project-related correspondence, reports, and presentations.

**Qualifications**:

- College or Bachelor's degree in office administration
- Construction Administrative diploma preferred
- Construction management, or a related field (equivalent experience may be considered)
- Previous experience as a Project Administrator/Assistant** **or in a similar administrative role, preferably in the construction industry
- Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and project management software
- Strong organizational and multitasking skills with attention to detail
- Autonomy, resourcefulness aspects
- Excellent verbal and written communication and interpersonal skills
- Knowledge of construction processes, terminology, and documentation is beneficial

Additional Information
- A competitive annual base salary, vacation, benefits and a RRSP matching program
- The tools and support needed to be successful in your career and professional development
- A dynamic & rewarding work environment that is also a lot of fun
- Flexible work options that support a good work-life balance

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