Project Administrator

1 month ago

Sherwood Park, Canada Blackstone Industrial Services Inc Full time

Blackstone Industrial provides innovative, high-quality, and sustainable solutions for critical rotating and static equipment. As one of North America’s leading technical service providers, we excel in field services, parts, repairs, and engineering. Trusted by industries such as heavy oil and refining, petrochemical, power generation, energy transmission, and agriculture, Blackstone is shaping the future of compressor maintenance and operation, striving to set new benchmarks. As we expand our operations globally, we are seeking a dynamic and motivated Marketing & Communications Assistant to join our team.

Blackstone is seeking a **Project Administrator** to join our Repair Services division. In this role, you will be instrumental in ensuring the effective coordination and administration of projects by supporting the Project Coordinators with logistics arrangements, managing shipping paperwork (including packing slips and customs documents), and overseeing the procurement and timely follow-up of materials. Additionally, you will maintain the organization of job folders, ensuring that all documents are properly tagged and projects are closed out with complete and accurate records. This position requires close collaboration with the project team and shop staff to ensure smooth and efficient project execution. If you thrive in a detail-oriented, fast-paced environment, we’d love to hear from you

**Responsibilities**

Logistics Coordination:

- Arrange transportation, deliveries, and shipments as per project requirements.
- Prepare and manage shipping documentation, including packing slips, customs paperwork, and other necessary forms.

Procurement Support:

- Source and procure necessary materials and resources such as fasteners, paint, gaskets, and other parts essential for repairs.
- Track and follow up on procurement processes to ensure timely delivery of materials.

Job Folder Management:

- Assist in creating, organizing, and maintaining project job folders.
- Ensure that all documentation is properly tagged and filed for easy access.
- Support in the closing out of projects by ensuring all relevant documents are correctly filed and accounted for in the job folder.

Project Closeout:

- Verify that all project documentation is completed and uploaded to the job folder before closing out the project.
- Work closely with team members to ensure the timely completion and handover of closed projects.

General Administrative Support:

- Provide administrative support to the project team as required.
- Facilitate communication between departments to ensure alignment on project progress and requirements.

**Qualifications**
- High school diploma or equivalent (required).
- Associate’s or Bachelor’s degree in Business Administration, Project Management, or a related field (preferred).
- Minimum of 2 years of experience in project administration, coordination, or a related role.
- Experience working in an industrial or technical environment, preferably in repair services or with reciprocating equipment.
- Basic understanding of procurement processes and vendor follow-up.
- Familiarity with technical repair documentation and project closeout procedures is preferred
- Strong organizational skills and attention to detail.
- Excellent communication skills, both verbal and written.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with project management or document management systems.
- Ability to multitask and prioritize tasks in a fast-paced environment.
- Knowledge of logistics processes, including shipping paperwork and customs documentation (preferred).
- Ability to work collaboratively with a team, including machinists and millwrights.
- Problem-solving skills and the ability to adapt to changing project needs.

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