Project Administration Coordinator

6 months ago

Toronto, Canada Blackstone Energy Full time

About the Company

Blackstone Energy Services Inc. is an independent and unbiased energy advisor providing

services to public institutions and private sector organizations to help them manage their energy

budgets, consumption needs, and carbon reduction efforts. We are guided by our impassioned

vision to take all of our clients to net-zero by 2050 and have won three consecutive Canadian

Business Excellence Awards. Since 2003, we have been helping our clients save, sustain and

thrive in the built environment by developing custom energy management solutions for cost

and consumption improvements, conservation and efficiency, carbon advisory, and renewable

generation.

**Position Statement**

The PAC owns and proactively delivers administrative tasks for the Project Manager, Project and Project Team members to support keeping assigned projects running smoothly, on-time & on-budget. The PAC forms part of the Project Management Office (“PMO”) Department and assists in driving Continuous Optimization of all Project Management administrative processes and policies while committing to Blackstone’s Health & Safety, Diversity, Equity, Inclusion + Belonging purpose and pillars.

**Overview**

Reporting to the Manager, Project Management Office (PMO), Energy Solutions. This full-time permanent position is responsible for communications, documentation and administrative duties as required to support customer Project deliverables on assigned projects. These projects are typically complex revenue-generating construction-style sustainable decarbonization projects and include multiple internal and external stakeholders. The PAC will offer administrative support to ensure that project management best practices, documentation standards and departmental processes are executed as required by the Energy Solutions Team and ensure customer satisfaction while assuring internal profitability. The PAC will also regularly review the processes, standards, and documentation to ensure operational excellence and support the needs of the department. The role will require project management support duties such as scheduling, meeting minute taking, billing and invoicing support, project schedule variance review & reporting, and proactively ensuring that all Blackstone Project deliverables are met on assigned projects.

**Principal Duties**
- General project administrative tasks - Teams channel set up & administration, coordinate site visits and other scheduling/meetings, compiling project reporting suite, administering required project documentation to and from Vendors and Clients
- Coordination and set up of meetings - internal and external kickoffs, client status updates, internal touchpoints, etc. - and creation of relevant PowerPoint slides as required
- Create and update Meeting minutes - attend meetings as required, record and prepare minutes in an efficient manner for task tracking and client sharing
- Create and update project schedules - utilize MS Project to ensure accurate tracking and reporting on all projects. Provides bi-weekly updates, reports on variances and manages implementation of the Master Project Schedule tracker
- Ensure Health & Safety policies and procedures are administered and complied with on assigned projects
- Coordinate and assemble data and documents to enable on-time Project invoicing & Schedule of Values (SOV) document package creation - ensure PMs are on-time and accurate with client billing, preparation, coordination, communication processing
- Ongoing, real-time review of departmental processes, folder structure and documentation to ensure they meet the goals of the Energy Solutions Team, achieve a high standard of excellence, and support customer deliverables. Real-time suggestion, support and implementation of approved continuous improvement ideas & initiatives
- Ongoing, real-time assurance of departmental documentation/templates for current branding, formatting, spelling, grammar, and overall accuracy
- Administers and guides project deliveries within Blackstone’s project processes, in accordance with current project management processes and policies
- Assist with proposal reviewing, quoting, and preparation of documents as directed
- Support management of the Client Satisfaction Survey - sending out to clients, compiling results, and running analysis of results for tracking
- Proactive self-study (reading, research, and practice) to elevate and maintain current knowledge and proficiency of Energy Services and Project Management industry standards and best practices
- Other duties as assigned by Management

**Skills & Competencies**
- Minimum 2 years of construction project administration, coordination and/or management experience
- Working knowledge of the Ontario Construction Act, and CCDC project documentation
- Current, valid PMI Certification(s) or PMI program enrollments an asset
- Proficiency using Microsoft Office Suite (Excel, Word, PowerPoint)
- Proficiency using Microsoft Tea

  • Ipd Project Administrator

    7 months 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...

  • Virtual Coordinator

    4 months ago

    Toronto, Canada Project FoodChain Full time

    **About us** Project FoodChain is an agile and rapidly growing Toronto-based charity dedicated to food justice and supporting unhoused individuals across the Greater Toronto Area. **Why Join Us?** This role offers opportunities to advance to a full time management-level position as our organization continues to expand. **Flexibility**: **Our Culture**: At...

  • Project Coordinator

    4 months ago

    Toronto, Canada Baycrest Project & Construction Management Full time

    **Responsibilities** - Provide administrative assistance to Project Manager, Site Supervisor and Project Team for all project related work - Play a key role through all phases of our construction projects, from tender through construction and close-out - Proactively manage project processes and documents, such as project set up, bid packages, subcontract...

  • Construction Estimator and Project Coordinator

    4 weeks ago

    Old Toronto, Canada Baycrest Project & Construction Management Full time

    OverviewBaycrest Project & Construction Management is a leading construction company with over 35 years of experience in the industry, specializing in industrial, commercial, and institutional projects across the Greater Toronto Area (GTA). We are driven by a deep commitment to our work and foster a culture of inclusion and equity.SalaryThe estimated salary...

  • Project Coordinator

    7 months ago

    Toronto, Canada BGIS Full time

    **Who We Are** **SUMMARY **The Project Coordinator is accountable for the delivery of project sub-components and projects.** **KEY DUTIES & RESPONSIBILITIES **For the assigned projects and project sub-components**: **- **Supports the delivery of projects through effective coordination and delivery of assigned sub-components within overall projects.** **-...

  • Project Coordinator

    6 months ago

    Toronto, Canada BGIS Full time

    Who We Are SUMMARY The Project Coordinator is accountable for the delivery of project sub-components and non-technical projects. KEY DUTIES & RESPONSIBILITIES For the assigned non-technical projects and project sub-components: - Supports the delivery of projects through effective coordination and delivery of assigned sub components within overall...

  • Project Coordinator

    7 months ago

    Toronto, Canada BGIS Full time

    Who We Are SUMMARY The Project Coordinator is accountable for the delivery of project sub-components and non-technical projects. KEY DUTIES & RESPONSIBILITIES For the assigned non-technical projects and project sub-components: - Supports the delivery of projects through effective coordination and delivery of assigned sub components within overall...

  • Project Coordinator

    7 months ago

    Toronto, Canada BGIS Full time

    Who We Are SUMMARY The Project Coordinator is accountable for the delivery of project sub-components and non-technical projects. KEY DUTIES & RESPONSIBILITIES For the assigned non-technical projects and project sub-components: - Supports the delivery of projects through effective coordination and delivery of assigned sub components within overall...

  • Administrative Project Coordinator

    2 weeks ago

    Toronto, Ontario, Canada Gairdner Foundation Full time

    About the Gairdner FoundationThe Gairdner Foundation is a leading biomedical awards program that has been recognizing and rewarding international excellence in fundamental research since 1957. Our mission is to inspire the next generation of scientific innovators and foster an informed society by engaging in outreach programs across Canada.We believe in...

  • Project Coordinator

    2 days ago

    Toronto, Canada BGIS Full time

    **Who We Are** BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over...

  • Project Manager

    2 days ago

    Toronto, Canada Colliers Project Leaders Full time

    Overview: At Collier 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 ...

  • Project Coordinator

    6 months ago

    Toronto, Canada BGIS Full time

    **Who We Are** **SUMMARY** The Project Coordinator is accountable for project administration and project financial administration activities supporting the coordination of projects in leased space on the RP1 contract including but not limited to maintaining project documentation, completing project set up, data management, financial and administration...

  • Project Coordinator

    6 months ago

    Toronto, Canada Greco Aluminum Railings Ltd. Full time

    Position Summary As a Project Coordinator, your role is crucial in preserving vital information for projects at Greco Aluminum Railings. Your duties will extend to assisting the project managers, the installation field team, and clients through both administrative and field-related tasks. **Responsibilities** - Assist Project Managers with all aspects of...

  • Project Manager

    2 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 Coordinator

    4 days ago

    Toronto, Canada BGIS Full time

    Who We AreBGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6,500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320...

  • Project Coordinator

    6 months ago

    Toronto, Canada K-Line Group Full time

    Ontario - Toronto, Ontario - Posted 2 years ago **K-Line Maintenance & Construction** - We are currently seeking a Project Coordinator to join the Project Management Office team based out of Toronto, Ontario._ The Project Coordinator in the Project Management Office plans, organizes and directs the activities of multiple projects, under the direction of...

  • Lead Admin and Special Projects

    6 days ago

    Toronto, Canada The Safehaven Project for Community Living Full time

    For over 30 years, The Safehaven Project for Community Living has been providing exceptional care to children with developmental disabilities and complex care needs. Our mission is to provide high-quality, family-centered, and community-based residential and respite care for individuals with complex care needs. Safehaven serves individuals with...

  • Executive Administrative Project Coordinator

    7 months ago

    Toronto, Canada VHA Home HealthCare Full time

    VHA Home HealthCare (VHA) is one of the largest not-for-profit home care providers in Ontario. Our team is made up of close to 3,000 caring and committed professionals who love what they do. Our providers tell us: _“Home care is where I can truly make a difference. There is such a sense of accomplishment from helping people live independently at home.”_...

  • Project Coordinator

    7 months ago

    Toronto, Canada Thales Full time

    Location: Toronto, Canada Thales people architect solutions that support 85 million mainline and suburban passenger journeys, worldwide, every day. Our Rail Signalling and Communication systems are used on metro lines across major cities, and 72,000 kms of route, 52,000 trains per day in 16 countries are controlled by our Traffic Management Systems....

  • Project Manager

    7 months 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...