Project Administrator

The Halifax Port Authority (HPA) stewards key federal infrastructure and waters at the Port of Halifax as spaces for economic growth, innovation, tourism, and community. The Port’s three main lines of business are cargo, cruise, and real estate.

Our deep harbour and advanced infrastructure mean that Halifax is the only Eastern Canadian port capable of accommodating Ultra Class ships and the largest
- container vessels to call at any port in Canada.

Sustainability is built into every facet of the port and how we operate. We make connections between the Port and the community as One Port City, including support for opportunities and partnerships with underrepresented communities. Our sustainability commitment balancing economics, community and the environment is shaping our approach and positioning us as an industry leader and trusted partner.

A recent analysis showed the activity the Port of Halifax contributes billions of dollars to the economy of Nova Scotia and supports more than 25,000 jobs.

**HPA Guiding Principles**

Everyone at Halifax Port Authority is expected to carry out their work in a manner consistent with our guiding principles:

- Be One Port City
- Collaborative & Engaged
- Future Focused
- Sustainable
- Trusted Partner

We believe that when everyone collaborates, we can achieve our vision to be Canada’s Preferred Gateway and our Mission to connect with global markets to create value for our customers, partners, visitors, and community.

At this time, the **Halifax Port Authority (“HPA”)**requires:
**Project Administrator**

This position reports to the Director, Infrastructure and Maintenance.The Project Administrator will work closely with Project Managers to ensure project success by providing administrative support. Primary responsibilities include oversight of various administrative functions such as organizing and providing project documentation, communicating with various stakeholders, budgeting, coordination with the project team, task tracking, facilitating project meetings, assisting with procurement activities and helping to prepare project related reports.

**ACCOUNTABILITIES**
- Manage project schedules, tasks, and resources, ensuring that projects stay on track.
- Maintain project documentation, records, and reports, ensuring that all project-related information is organized and readily available.
- Perform and maintain organized documentation and filing electronically
- Interact with project teams, clients, and stakeholders, conveying project updates and ensuring clarity.
- Work with Project Managers to monitor, track and update project work plans, schedules, WIP, and financial reporting updates.
- Work closely with project managers and provide timely responses to inquiries such as payment status, etc.
- Coordination and execution of low value contracts and associated documentation ensuring timely and accurate filing to central repository in accordance with HPA’s procurement policy and procedures.
- Provide ongoing and timely updates on project budgets and monitor expenditures to identify potential risks, etc.
- Coordination of contract change orders.
- Proactively assist to identify and mitigate risks that could impact project success.
- Provide ongoing continuous improvement of related processes to implement efficiency of project tracking and follow-up.
- Other administrative duties as required related to project and procurement tasks and documentation.

NOTE: These are only the basic and primary duties; related and allied duties may be assigned from time to time as may become necessary to the operation of the Authority.

**QUALIFICATION (EDUCATION AND EXPERIENCE)**
- College or University program in business OR an equivalent combination of education and a minimum of 3 - 5 years’ experience may be considered.
- 2+ years of office coordinator related experience in project management with knowledge of purchasing, accounts payable and document control is considered an asset.
- Experience working with project contract documents and procurement processes.
- High degree of proficiency with SharePoint and Microsoft Office 365
- Excellent communication skills with the ability to deal tactfully with both internal and external stakeholders to ensure project timelines are met.
- High attention to detail.
- Good judgment and an ability to work independently and as part of a team.
- Demonstrated planning abilities are required.
- Must be results oriented and have excellent time management skills.
- Capability and readiness to work under pressure, either imposed by deadlines for document preparation or emergency situations and must be flexible.
- Solid organization skills with the ability to multitask and prioritize workload, handling various job responsibilities at once (arranging meetings, phone messages, correspondence, etc.).

**WORKING CONDITIONS**
- Normal office conditions, occasional visits to work site for job meetings.For any questions, please contact:
Bimla Rana
- Halifax P