Project Administration Lead

2 weeks ago

Ottawa, Ontario, Canada BGIS Full time

About the Role

The Project Administration Lead is a key position within BGIS, responsible for providing effective leadership to a project administration team. This individual performs project administration activities, including maintaining project documentation, completing project setup, financial and administrative close-out requirements.

Key Responsibilities

  1. Lead a team of project administrators and manage their workflow on a daily basis.
  2. Create new projects in the online file system, complete work authorizations, and purchase orders on a daily basis.
  3. Generate and compile project data into reports on a daily basis.
  4. Act as the subject matter expert on administrative processes on a daily basis.
  5. Prepare and coordinate meeting agendas and meeting minutes.
  6. Format data into Excel documents.
  7. Review the accuracy of invoices and purchase orders prior to advising the Project Manager to approve payment or to correct defects.
  8. Investigate data errors in weekly reports and provide solutions to maintain data integrity.
  9. Use good judgment and discretion when communicating with clients and vendors.
  10. Process verbal and written instructions to effectively assign work effort to the team.
  11. Provide recommendations to approve purchase orders, work authorizations, and to submit reports to clients.

Requirements

  1. 3 to 5 years of project administration work experience.
  2. Community college diploma or equivalent training.
  3. Ability to lead and engage a team of project administrators.
  4. Advanced project administrative, coordination, and organizational skills.
  5. Ability to maintain accurate data.
  6. Strong attention to detail.
  7. Ability to extract and compile data into reports.
  8. Ability to communicate effectively with others for the purpose of providing feedback, conveying information, data exchange, clarification, and follow-up.
  9. Computer proficiency in MS Office applications, particularly MS Project, MS Excel, MS Word, MS Outlook, along with the ability to quickly learn BGIS proprietary applications RealDocument and RealSuite, and other business applications Oracle, ComplyWorks, Basware, Apex.
  10. Ability to prepare agendas and meeting minutes for client and internal meetings.

Licenses and/or Professional Accreditation

  1. None required.
  2. Demonstrates an interest in pursuing Project Management Institute Accreditation.

At BGIS, we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retaining individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success.

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