Project Administrator-temp

**Position Title**:Project Administrator-Temp

**Position Type**: Temporary - Full-Time

**Position Location**: Coaldale

**Grade**: Grade 02

**Requisition ID**: 31042

**Business background**

**McCain Foods recently announced its Largest One-Time Investment in 65 Years Company History in Lethbridge, Alberta.**

McCain Foods is investing $600 million CAD in a substantial expansion that would more than double the size of its facility and workforce in Lethbridge, Alberta. The expansion will create two new state-of-the-art production lines, one for French fries line and one for potato specialty products.

**Position Summary**:
As a key member of the Engineering Project Team in Coaldale, this position is responsible to:

- Process all invoices for the Coaldale expansion Capital Budget - Processing in a timely manner in order to meet PM cash flow projections
- Enter all Capital Engineering orders into SAP and Coupa for approximately 10 Project Managers, Project Engineers, in Coaldale
- Calculate and deduct withholding taxes from US and International invoices - to be submitted to Canada Revenue.
- Maintain project documents
- Manage office services for the construction trailer

**Responsibilities and Accountabilities**:
**Processing of Invoices**
- Receive invoice and route for proper approval
- Compare approved invoices against contracts and purchase orders to verify invoice matches terms and funds available
- Where and when applicable track and maintain amounts paid versus committed
- Manage holdback deductions and payments based on legal and contract terms
- Calculate withholding taxes based on labor from foreign vendors and deduct from payments
- Once all conditions for approval are met, approve invoice on HP and submit for payment

**Processing Purchase Orders**
- When vendors are not on the system work with vendors to acquire the documentation required to be setup
- Purchase orders requests are received from project manager and orders are setup for all Canadian Capital Purchases
- Track purchase order status/approvals and update project managers as appropriate.

**General Administration**
- Work with suppliers and vendors to make sure invoices are submitted in the proper format
- Work with suppliers to answer questions on issues with orders/ status of invoice payments/deposits
- Work with Project Engineers / Project Manager / suppliers to organize transportation for the equipment (USA, Canada, Europe)
- Manage Receiving of the Goods on site for proper accounting and invoicing

**Maintain Project Documents**
- Creating and maintaining document management systems
- Ensure all documents are properly labeled, numbered, and filed for easy retrieval
- Collaborated with other departments to ensure documents are created, reviewed and approved according to company policies and procedures
- Tracking document versions, ensuring that only the latest version is available for use
- Managing access to sensitive documents, ensuring that only authorized personnel have access to them
- Assisting with auditing and compliance check
- Maintaining document security and confidentiality
- Ensuring that document are properly archived and disposed of according to company policies and legal requirements

**Requirements**:

- Knowledge of Accounting and Taxation
- Microsoft program Excel
- Excellent organizational skills
- Attention to detail
- SAP, Coupa (after internal training)
- Strong communication and collaboration skills

**Related Work Experience (Internal to the organization or external)**:
Experience on Capital project management, construction work, Office administrator

**Working Relationships and Key Contacts**:
**Internal**:

- Director of Eng-/Eng Managers/PM’s - Purchase orders/Payments/ Issues on these
- Director of Purchasing
- Terms on Contract/Procurement Review/Issuing Early Payment outside of Normal Payment Terms
- Taxation Dept
- Provide backup for deductions of withholding tax/ Provide Manitoba invoices /answer questions on Manitoba invoices and withholding taxes

**External**
- Suppliers
- Issues with payment/terms of payment/deposits on contracts/provide copies of PO/
- HP- Advise on amount to pay/short paid invoices/ deductions for withholding/Approve invoice for payment
- Auditors
- Answer questions on any transactions requested

**Authorities**:

- Budget: $600M capital investment
- Managing People (# of direct reports): none - indirect reports with Engineers, Procurement, Legal, Finance, General Contractor
- Other: Supplier, vendors

**Additional Information**:

- Extremely busy job/ Need to be comfortable working with large dollar amounts
- Ability to prioritize between setting up orders and processing payments
- McCain Foods is an equal opportunity employer. We see value in ensuring we have a diverse, antiracist, inclusive, merit-based, and equitable workplace. As a global family-owned company we are proud to reflect the diverse communities around the world in which we live and work. We recognize tha