Project Administrator to Estimating

**REPORTS TO**: Estimating and Scoping Manager **MANAGES**: N/A **LOCATION**: Ottawa, ON, Canada - Office Based **_The Project Administrator to Estimating is defined by Paul Davis as being the person who supports the Estimating department and its team with all tasks associated with estimating._**_ _**Paul Davis Restoration, Inc. is a national franchise organization that provides property damage emergency services, restoration, and reconstruction services for residential and commercial properties due to water, fire, mold, storm, and other disasters. The Paul Davis Network is made up of more than 380 franchises across the US and Canada. Since 1966, we have helped more than 2 million property owners restore their properties and lives. Our passion for quality and our commitment to our vision, mission, and values aligns our entire organization with one common direction and one set of core operating principles. The promise of our Brand - to always deliver truth - is what we stake our reputation on and what those who engage with our company can and should expect from us. **JOB DESCRIPTION** **Paul Davis Ottawa is currently searching for an accomplished Project Administrator with heavy-duty administrative skills - backed up by training, education, experience, and sound knowledge of projects and project management. Several basic elements to keep in mind as you consider your fit for the role are summarized as follows: 1. In a technical sense, it is unorthodox for a Project Administrator to report to a Functional Manager rather than a Project Manager. In our office, we are driven hard by time, scope then cost. All three are critical to our success but of the three, the most important to a Paul Davis Project Administrator is time - a short project lifecycle. 2. Though Project Administrators are oftentimes referred to as bureaucrats, at Paul Davis Ottawa, the role will go way beyond that of a ‘pencil pusher,’ encompassing many of the more technical functions of Estimating. In short, we believe the Project Administrator will be the Functional Manager’s indispensable right-hand, orchestrating team performance through multiple indicators delivered up by the rest of the project team. 3. To be effective, the Project Administrator must be comfortable working in a highly demanding and oftentimes stressful environment and must be able to contribute to the success of the entire team - managing competing demands and demonstrating a willingness to take initiative in making the right things happen. 4. The Project Administrator role wields significant power but only if they are able to hold a steady hand over their ‘domain’, align firmly with the management team, yet remain open to hearing and taking into account the ideas, and suggestions of all team members. Responsibilities - Reviews files and accepts new projects into the department. Ensure projects meet quality standards regarding administrative functions and delivers on time
- Calculate project metrics, such as quality, cost, health, etc
- Supervise and delegate tasks to Estimating team
- Act as the point of contact for the estimating team and facilitate communications between all stakeholders. Monitor and report on team and project performance
- Assigns estimators in RMS- Manage and maintain the huddles by adding and removing new jobs
- Prepare and submit reports to the department manager. Review and request the correct data sets. Assist with administrational tasks such as scheduling appointments, updating notes and subcontractor quotes. Upload approved estimates to RMS. Track the review process on all uploads until they are approved. Collaborate and chase connected departments for documentation. Work through small revisions and scrubs. Be responsible for departmental compliance. Forward review notes to estimators. - Filter and monitor all Matterport and Beacon requests. - Be part of the call rotation for intake, including entering claims into RMS. Manage HUMI Requests - time off requests and ensures no overlap that would make us vulnerable. - Prepare reports for daily huddles. - Implement policies and procedures within the department. - Take ownership of KnowHow for your department, including the creation of processes and implementation within the team. Assist in department training and onboarding of new employees.** **REQUIREMENTS** Specific skills required for this role include the following: - Excellent analytical abilities to collect and make business sense of large amounts of data and present it to management and the project teams in an organized and logical fashion. - Comfortable working in a fast-paced, deadline-driven environment, requiring precision while multitasking. - Highly disciplined in delivering results, having worked alone or as a member of the administrative/project management team. - Possess a minimum of 5 years of experience supporting a busy project team. Minimum of 5 years of administration experience supporting a busy project environment whe