Project Administrator

1 week ago

Rocky View, Canada Fire Ant Contracting Ltd. Full time

**Job Overview**
This position plays an integral role in supporting Bid Division Project Manager(s) in administrative aspects of the business cycle such as timely review and approval of all projects payables and receivables, owning the division master project tracker, review and addressing client requests, project change orders, and scheduling field staff and vendor work deliverables.

Responsible for preparing formal company documents and facilitating communication between the Project Manager and other internal and external contacts including the President, Project Manager, Controller, Engineers, Property Managers, Board Members, Trade Partners and Field Staff.

**Responsibilities and Duties**
- Project Administration
- Scheduling of projects, meetings, and other division related events.
- Manage project photos and videos.
- Manage all required Permits.
- Assist with project change orders writing, inclusive of vendor pricing
- Provide project document submissions to client(s).
- Manage all trade PO’s.
- Assist Project Manager with client communication.
- Reach out to trade partners for project pricing in support of bid submissions.
- Submit bids to various clients including municipalities (e.g., City of Calgary), engineers, and private entities.

**Project Finance Administration**
- Prepare weekly project cost trackers.
- Gather, sorts, and matches Accounts Payable invoices to PO’s approved quotes and other backup.
- Distribution of client(s) invoices, and client payment follow up.
- Provide close out documents upon project completion.
- Prepare cost analysis reports to help analyze the accuracy of project quoting, and efficiencies on site.

**Documentation**
- Manage electronic file library for Bid Division on One Drive and Box.
- Set up new projects and document status updates on existing projects on Master Project Tracker
- Assist in preparation of bid packages and client quotes.
- Submit all bid packages and client quotes to required parties.
- Prepare and manage the administration for all awarded Bid Projects.

**Health & Safety**
- Manage the site boxes and fire extinguishers for the Bid Division projects.
- Help ensure the division safety requirements, paperwork and documentation are completed and up to date.

**General Division Support**
- Maintain inventory of marketing materials.
- Help ensure the division client data base is current.
- Other related items as requested by the Project Manager or Divisional Manager.

**Qualifications**
- High School diploma and 2+ years’ experience working in an office setting.
- Excellent written and verbal communication skills.
- Strong knowledge of Microsoft office suite.
- Ability to multi-task and prioritize projects.
- Customer-service oriented.
- Able to complete complex administrative tasks with mínimal supervision.

Join us as a Project Administrator where your contributions will be valued, and you will have the opportunity to grow within our dynamic organization.

Pay: $21.00-$29.00 per hour

**Benefits**:

- Casual dress
- Company events
- Extended health care
- On-site parking
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

Application question(s):

- How many years of Microsoft Office experience do you have ?

**Education**:

- Secondary School (preferred)

**Language**:

- English (preferred)

Work Location: In person

Expected start date: 2025-06-30

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