Administrative Assistant
2 months ago
The Project Coordinator will provide technical and administrative support to the Project Managers' team under the supervision of the Assistant Director, Project Office. The incumbent will assist in coordinating activities and tracking costs related to the program.
Key Responsibilities- Provide technical analysis support in developing and managing financial resources by providing reports, statistics, and forecasts on expenditure tracking related to the operating budget of the department.
- Offer technical support for various phases of planning to implementation, including tracking, updating, and providing reports on projects.
- Open and maintain various technical and administrative files, update project-related databases, and track project progress.
- Assist Project Managers in establishing annual and monthly cash flows for each project and enter required data into SAP.
- Prepare purchase requests and track activation of budgets and revisions, and inform Project Managers of changes and deadlines for tenders and issuance of purchase orders to suppliers.
- Review service reception documents, such as payment requests, supporting documents, receipts, statutory declarations, project closure files, and follow up with stakeholders as needed and make corrections as required.
- Communicate with suppliers to obtain required documents for service reception and, if necessary, codify service reception documents or assist Project Managers in this function.
- Update project completion confirmations in the project schedule and ensure that project narratives or reports are updated monthly in SAP.
- Ensure that Project Managers validate all costs in their projects, update project cash flows, and validate them.
- Prepare project follow-up meetings for the Director, Project Management and Construction, and attend with Project Managers.
- Provide relevant information on realized costs and changes to project structure and estimates (pre-budgets) and cash flows.
- Act as a liaison with the Finance, Accounting, Procurement, and Accounts Payable departments for various follow-ups involving these departments.
- Produce required documentation to support Project Managers (submissions and contract adjudication documents, post-mortem; as well as classification and archiving of files).
- Manage service requests on permanent project offers.
- Support Project Managers in using project management features in the SAP-PS module.
- May be required to supervise and train support staff within the service.
- Perform other related tasks (e.g., photocopying, document scanning, producing ad-hoc reports, etc.).
- Diploma in college studies in administration, accounting, or equivalent.
- Three to five years of relevant experience in the position, one to two years in budget control and project management.
- Proficiency in Microsoft Office suite.
- Good knowledge of database software.
- General knowledge of project management.
- Knowledge of the SAP-PS module is an asset.
- Good knowledge of French (spoken and written) and functional knowledge of English (spoken).
- Good team spirit.
- Ability to communicate verbally and in writing.
- Good organizational and adaptability skills.
- Analysis and judgment skills.
- Autonomy, organization, and ability to establish priorities.
- Ability to establish good communication and interpersonal relationships in a multidisciplinary environment.
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