Project Administrator

4 months ago

Edmonton, Canada Sterling Fire Protection Inc. Full time

Come join Sterling Fire Protection, where our passion for safety and commitment to excellence unite. As a leader in the fire protection industry, we are dedicated to safeguarding lives and property through our unwavering commitment to fire safety. If you're driven by a commitment to excellence, have a passion for making a difference, are dedicated to upholding the highest quality of work, and are eager to be part of a forward-thinking organization that values expertise, teamwork, and continuous growth, then join us in our mission to provide top-tier fire protection services that set the standard for safety and security. We don’t just fight fires - we ignite your career

**Project Administrator Job Description**

We are seeking a highly organized and detail-oriented Project Administrator to join our dynamic team. The Project Administrator will work closely with project managers, team members, and stakeholders to effectively carry out project administration and accounting responsibilities on a continual basis. This pivotal role will ensure the successful financial tracking and budgeting of construction projects, entering and analyzing financial data, maintaining and improving internal systems, and supporting overall project financial success.

**Who You Are**
- **Excellent at written and verbal communication** - Project Administrators need strong communication skills to convey information clearly, whether it's through written reports, verbal updates, or presentations. Clear communication helps prevent misunderstandings and keeps everyone informed.
- **Exceptional with interpersonal relationships and customer service** - The ability to provide excellent customer service, both internally and externally, helps build positive relationships and enhances the overall sales experience.
- **Detail-oriented** - Small details can have significant impacts on project outcomes. Being detail-oriented helps Project Administrators catch errors, ensure accuracy in documentation, and maintain high-quality standards.
- **An organizing guru** - With multiple tasks and timelines to manage, strong organizational skills are crucial. Project Administrators must be able to create and maintain project spreadsheets and documentation to track progress and billings.
- **Punctual and always on time**:

- The ability to prioritize tasks and manage time efficiently is essential. Project Administrators often work on tracking financials for multiple projects simultaneously and must ensure that deadlines are met without compromising quality.
- **Known as being a positive and upbeat person** - A positive attitude contributes to a more supportive and encouraging work environment, which can enhance morale and productivity.
- **Technically proficient** - Proficiency with software tools like Microsoft Office or Google Worksuite and other relevant software is important for efficiently navigating the project's financial environment. A knowledge of Sage or other accounting software is a must.

**What You’ll Do**
- Monitor and analyze project costs to ensure alignment with budgetary constraints.
- Track and report on variances between budgeted and actual project expenses.
- Generate detailed financial reports on project estimated costs vs actual cost analysis for operations and management to identify and rectify any discrepancies.
- Provide insights and recommendations based on cost analysis.
- Reconcile project expenses, ensuring accuracy and completeness.
- Review and understand contractual terms and conditions regarding project reporting requirements, performance measurement, and compliance.
- Produce timely and accurate project invoices through careful attention to detail, prepare and submit associated documentation, and follow up with the release of project funds for payment.
- Maintain organized and accurate financial records for each project.
- Work closely with various internal department staff to gather resources and coordinate to meet project requirements and deadlines.
- Engage with management and team members to ensure internal systems are managed, updated, modified, or changed to provide accurate and timely data and information.
- Develop and maintain project documentation processes, procedures, and controls.
- Assist in the allocation and tracking of financial resources on project activities to mitigate financial risks and safeguard company assets.
- Data entry in accounting software for project-related purchase orders, expenses, and accruals.
- Perform as part of a team with other departments on project-related work as required.
- Various administrative duties as required.

**What You Need**
- University or college diploma, degree, or certification in accounting, project management, or a related field.
- Proven experience as a Project Administrator, Project Accountant/Bookkeeper, or related experience in accounting.
- Familiarity with project management methodologies.
- Strong analytical and problem-solving skills.
- Excellent commun

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