Project Administration Coordinator

5 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

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