Project Administrator

3 days ago

Vancouver, Canada Eos Lightmedia Full time

**WHO WE ARE**:
We are Eos Lightmedia, an award-winning lighting and audiovisual design-build firm with offices in Orlando, Florida, and Vancouver, British Columbia. We work with amazing clients in themed attractions, museums, architecture, urban spaces, and public art. Since 2008, Eos Lightmedia has provided turn-key solutions in the design and integration of creative technology for themed and immersive environments. Eos Lightmedia is powered by a talented and passionate team that offers value to our clients at every stage of the design and build process. We take on the industry's most complex scopes of work and provide custom-tailored, quality solutions. Our service offerings include:

- Lighting design, supply, and systems integration
- AV design, supply, and systems integration
- Networking and Control Systems design, supply, and integration
- Interactive software development and deployment
- Functional and Creative programming for lighting and audiovisual systems

Eos Lightmedia is seeking a Project Administrator to join their Project Management team. Reporting to the Director of Operations, the Project Administrator supports the Project Managers in completing projects on time and on budget.

As a Project Administrator, you will handle administrative tasks to keep the project running smoothly. This will include overseeing the project in our ERP system to ensure accuracy, document control, communications, scheduling meetings and supporting project deliverables from initiation to closing of the project.

**A typical day for a Project Administrator might include**:
Document Control and Project Administration Support
- Facilitate robust document control practices for Eos Lightmedia projects
- Promote and ensure seamless collaboration within the project team by distributing information and documentation
- Working with the shipping and logistics team, maintaining the organization of shipping schedules
- Assigning project execution tasks to internal team members
- Assist Project Managers with scheduling, supply, and installation tasks
- Manage and update project records in the ERP System
- Assist in document preparation and delivery throughout projects
- Prepare installation documents and closing packages for projects
- Assist in note-taking during internal and external meetings
- Actively participate in budget coordination and project quotes.

Client Relationship and Stakeholder Communication:

- Cultivate good client relationships throughout project cycles, offering support to elevate and exceed client satisfaction
- Deliver documentation and reports promptly to stakeholders as requested.

Financial and Budget Management:

- Enter approved change orders into ERP system
- Prepare invoices for project managers

Perform additional duties for day-to-day business operations

**SKILLS AND QUALIFICATIONS**

**Experience**
- 3+ years’ experience as a Project Administrator along with a relevant degree
- Experience in lighting, audio-visual, exhibit fabrication, theatre production, event production or related industry is an asset.
- Ability to read and understand construction documents is an asset

**Administration Skills**
- Experience writing and responding to RFPs
- Experience preparing contracts for clients and contractors an asset
- Excellent communication with internal and external project stakeholders
- Experience with office administration software suites: MacOS, Windows, mobile OS, Slack, Spark, or equivalent
- Experience working with ERP systems for project management, experience working with Netsuite is an asset
- Experience working with Primavera preferred

**Soft Skills**
- Excellent command of English language, verbal and written
- Strong problem solving abilities
- Good presentation skills both in person and online
- Organized work methods with good time skills
- The ability to actively listen to understand the needs of the clients and needs of the project managers
- Strong business ethics with the ability to look at projects through a multicultural lens
- Deadline oriented
- Valid Passport and willingness to travel an asset

Pay: From $60,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- ERP systems for Project management: 2 years (preferred)
- Contract management: 1 year (preferred)
- project administration: 2 years (required)
- RFP response: 1 year (required)

Work Location: Hybrid remote in Vancouver, BC

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