Project Administrator

4 weeks ago

Gatineau, Canada Theia Partners Inc Full time

***:
THEIA Partners Inc. (THEIA) is seeking a Project Administrator to assist in the execution of design development and delivery of a large clean-energy project in the National Capital Region. You will work for the Executives of the project, as a member of the Project Delivery Team alongside the Project Director and Project Managers. The project administrator is responsible for various administrative duties surrounding projects. These duties may include documentation, meeting management, handling the project budget, and using time management skills to help the team stay on track. As project administrator, you will be the Executives main support.

**RESPONSIBILITIES**:

- Schedule meetings (in person and virtual) with a wide range of internal and external stakeholders, including some level of calendar management for executives on the project.
- Preparation of agendas, minute taking, tracking of deliverables at all levels of the project - from Board Meetings through to design/operations meetings.
- Work with Project Executives to populate and collate submittal documents for approval by the Customer.
- Support the Project Managers through participation and assistance with Municipal Development Approvals, including Site Plans, Zoning By-Law Amendments and permits;
- Preparation of presentation materials;
- Support, participate and assist in the procurement and coordination of consultants, insurance coverage, general contractor and subcontractor, including budget and schedule monitoring and controls;
- Set and maintain high standards for documenting the project as it progresses through various stages;
- Prepare reports detailing progress, budgets, schedule and quality compliance. In many cases for reports, perform the final review, confirm sign-off, then distribute the report, and file accordingly.
- Monitor commitments, and budget forecasts compared to established budgets, communicating variances;
- Event planning related to large meetings, retreats, other social events.

**QUALIFICATIONS AND SKILLS**:

- Organized, meticulous, confident, professional and behave with a sense of urgency.
- Demonstrated experience working in construction/contracting or real-estate development industries, with a focus on project administration;
- Experience supporting senior leaders of a company/project to improve the leaders’ productivity;
- Strong knowledge of the general concepts of construction contracting and procurement process and related accounting controls;
- Excellent written and verbal English communications skills required, French skills considered an asset;
- Post-Secondary Education required. Education with a focus on Construction Management, Project Management, Civil/Architectural/Mechanical Engineering, Real Estate, Planning or related field considered an asset, but work experience in the field considered most applicable;
- Proficiency in Microsoft Excel, and Word and/or Google Docs.
- Experience with Google working environment (Google Drive, Collaboration Tools, Calendar etc.) an asset, or demonstrated ability to adapt to different electronic environments;
- Thrive in a team environment and communicate clearly with others while managing continuously changing priorities and tight timeframes;
- Strong analytical skills with excellent attention to detail, the ability to work on multiple tasks, leveraging organization skills to meet tight deadlines;
- Understanding of the climate crisis, and the role the built-environment has to play in the solution.

**WORK ENVIRONMENT**:
Work is primarily in an office environment but will require travel to regional work sites to attend meetings, monitor the progress of work or to meet with clients, consultants, or regulators. Some remote workdays will be possible once established in the position, but the majority of work time will be in an office with other team members.

In general terms, this project is fast-paced and variable. We succeed as a team, not as individuals. The atmosphere is relatively informal in the office, but formal and professional when client-facing. We care deeply in the purpose of our projects. We like each other, we work hard, and we have fun.

**WHO IS THEIA**:
Theia Partners is a community builder, demonstrating environmental and social leadership in the National Capital Region with values-based real estate and renewable energy development. With everything we do, we aim to build positive change: improve communities, reduce carbon emissions, and provide quality homes, while providing strong investor returns.

We use deep community engagement, technical/financial and social innovation while leveraging the power of the market to demonstrate progress on some of society’s biggest issues: affordable housing, climate change, reconciliation, and the erosion of true social connection.

Theia is like no other. We tackle the difficult projects that truly move the needle in environmental stewardship and sustainability.

**INSTRUCTIONS**:
Theia is an equal opportuni

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