Project Administrator

5 months ago

Burlington, Canada QM Environmental Full time

***:
The Project Controls Administrator will provide support to the line of business in all aspects of divisional administration, project set-up, monitoring and support to Project Managers, and ensuring projects are set-up and managed in accordance with QM’s financial guidelines and best practices.

This position reports directly to the Line of Business with a dotted line reporting to the Finance Manager for project finance related tasks. Specific tasks may vary by LOB.

**RESPONSIBILITIES**

**Administration**
- Document Control at all levels on the QM internal Drive
- Travel Logistics for Project Requirements and division Senior Management travel
- Develop Executive Reviews at prior to tender close
- Administer Prequalification’s and Request for Proposals for the Division
- Running reports as requested
- Photocopying, scanning, etc.
- Aiding other team members as required
- Other general administrative tasks as assigned

**Project Management Set-Up, Monitoring and Support**
- Assist the Operations personnel with job set up, tracking, analysis, reporting and closing requirements
- Ensure accurate and timely data collection as it relates to project budget and estimates
- Manage multiple projects, priorities and financial obligations
- Project reporting & Meeting Minutes
- Set up and understand client billing requirement
- Prepare and maintain cost tracking and cost analysis data
- Assist with monthly accruals / forecasting and profit analysis
- Manage project holdbacks as per client contract
- Attend project management meetings
- Assist with the development of operating procedures, forms and systems
- Implementation of policies and procedures

**Accounting Related Responsibilities**
- Monitor and maintain Demolition projects
- Timely receiving of field reported data into Odoo
- Issue purchase orders for assigned jobs
- Coordinate resolution of 3-way match discrepancies (vendor invoice - receipts - purchase order) for assigned jobs
- Confirm all job costs accounted for by reviewing reports, estimate and backup
- Provide analysis and back-up for job costs and revenues
- Process, post and deliver accounts receivable invoices
- Assist with collections of Accounts Receivable

**Health and Safety**
- Understand and follow Corporate Health and Safety Program, Policy and Procedures
- Ensures health and safety is considered in the performance of all activities

**Other** responsibilities as assigned

**QUALIFICATIONS**

**Education**
- Graduate from both a secondary and a post-secondary institution
- Graduate from a university or college program related to business administration / accounting or an equivalent combination of training, education and experience

**Knowledge**
- Construction industry exposure / experience and project management appropriate to the Line of Business
- Excellent analytical ability
- Understanding of project management concepts

**Experience**
- A minimum of 2 years’ experience in an administrative role
- General office administration experience
- 1-2 years of data entry experience
- Minimum 1 year construction industry exposure / experience or project management
- Minimum 2 years in project accounting, accounts receivable and accounts payable
- Computer skills - Microsoft Office Environment with emphasis on Microsoft Dynamics, Excel, Power Point, Outlook and Word
- Working knowledge or relative experience with accounting software

**Skills**
- Strong data entry
- Strong attention to accuracy and detail
- Excellent verbal & written communication skills
- Ability to multitask and to be flexible for changing priorities
- Good interpersonal skills, with the ability to work independently and within a team
- Excellent time management skills & organizational skills
- Takes initiative and has good work ethic
- Maintain effectiveness to changing priorities
- Excellent written and verbal communication skills
- Strive for efficiency without sacrificing quality
- Effective problem-solving skills; ability to make decisions
- Ability to manage all personality types
- Ability to work with individuals at all levels

**WORK ENVIRONMENT**

Work is primarily in an office environment, including work-from-home as applicable. Occasional travel to work sites and other office locations is required.

**Our Commitment to Diversity & Inclusion**

**Benefits**:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Store discount
- Vision care
- Wellness program
- Work from home

Schedule:

- Monday to Friday

**Experience**:

- Construction or Demolition: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: Hybrid remote in Burlington, ON L7L 6M9

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