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Administrative Assistant

2 months ago

Kitchener, Ontario, Canada University of Waterloo Full time
Job Summary

The University of Waterloo is seeking a highly organized and detail-oriented Project Coordinator to join our team. As a key member of our design, construction, and infrastructure team, you will be responsible for providing administrative and financial support on various projects.

Key Responsibilities
  • Project Life Cycle Administration
    • Create and maintain electronic work request files and supporting documentation for design and construction projects.
    • Ensure approvals are routed to the appropriate personnel and update records as needed throughout the project cycle.
    • Process and maintain bid and contract documents and review accuracy of contract information.
    • Monitor status of work requests to flag potential updates required.
    • Review project status accuracy for client-facing online reporting tool.
  • Financial Administration
    • Conduct upfront review of potential capitalization requirements for each project to ensure accurate accounting information.
    • Request new work orders by providing detailed accounting information to Finance.
    • Create, process, and reconcile all project payments.
    • Ensure proper approvals obtained for each payment prior to submission to Finance.
    • Communicate with external contractors and consultants regarding outstanding payments.
  • Insurance Management
    • Request contractor's and consultant's insurance and WSIB details as required for contracts.
    • Track and monitor contractor's and consultant's documentation to ensure compliance.
    • Communicate contractor's and consultant's compliance status and flag potential risks to relevant parties.
  • Customer Service
    • Deliver excellent customer service and general administrative and financial support to all stakeholders.
    • Provide orientation and training on processes and assist with enquiries.
    • Help ensure compliance with departmental and University policies and procedures.
  • Support Strategic Plan & Continuous Improvement
    • Look for continuous improvement opportunities related to efficiency and best practices.
    • Support the creation and maintenance of standard operating procedures.
    • Assist with training of new team members as required.
Qualifications
  • Completion of a post-secondary degree (preferably related to business or project administration).
  • 2 years of related experience in an operational or administrative role with knowledge and interest in project coordination.
  • Must be detail-oriented and able to maintain a high degree of accuracy in a busy office environment.
  • Excellent customer service skills with a high degree of professionalism and courtesy.
  • Demonstrated ability to take initiative and work both independently and in a team setting.