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Project Administrator
2 weeks ago
There is a new and exciting opportunity in Edmonton for a Project Administrator at Gateway Mechanical Services
Founded in 1968, Gateway Mechanical is a privately owned company that has established itself as a leader in the commercial and industrial refrigeration, heating, and air conditioning industry (HVACR). Attending to 40,000+ service calls per year, Gateway is the largest HVAC & Refrigeration service provider in Western Canada. Our model is comprised of local branch teams with fully qualified personnel representing HVAC, refrigeration, plumbing/gas fitting, sheet metal, and electrical trades. These teams are supported by centers of excellence including professional engineers and project managers which ensures Gateway’s full technical capability is available for every project and service call.
The Project Administrator provides administrative support to the Project Management Team to deliver projects on schedule, within budget, and within scope.
Responsibilities include contract and document administration, project scheduling support, performance reporting, and administrative duties such as the creation of purchase requisitions and purchase orders, receipt of purchase orders, and project invoice support. This Project Administrator is also responsible for coordinating and attending progress meetings, and documenting project strategies, plans and reports.
**Responsibilities**:
- Facilitate contract execution by flagging and tracking revisions, changes, and additions to contractual agreements
- Assist the project execution team with planning, scheduling, organizing, and evaluating construction projects from start to finish, according to schedule, specifications, and budget
- Input field purchase order requests and create purchase orders in the ERP system to track progress
- Prepare progress reports and issue progress schedules
- Coordinate progress meetings, prepare project cost reports, attend work in progress meetings, and update project financials to facilitate the month-end process
- Perform general administrative and recordkeeping functions including the review and distribution of documentation; preparation of correspondence and meeting minutes; and maintenance of files, logs, drawings, specifications, and submittals etc.
- Assist with forecasting and project controls
- Facilitate and participate in meetings with Project Managers/Coordinators, vendors, and clients when necessary
- Create, modify, and collect correspondence with project resources, vendors, and clients
- Act as the main contact for all project required administrative functions
- Provide general administrative support to the Project Team
**Skills**:
- Excellent written and verbal communication with diverse stakeholders
- Ability to work independently and within a team environment
- Positive attitude and a desire for continuous improvement for self and the organization
- Strong attention to detail with a high level of accuracy, reliability, and willingness to take initiative
- Strong organization skills and ability to prioritize tasks to meet tight deadlines
- Ability to multitask and effectively manage several projects simultaneously
**Requirements**:
- Intermediate to Expert computer proficiency (Microsoft Office Suite, Viso, and Internet research) is essential
- Excellent written and verbal communication with diverse stakeholders in the English language
- Strong organizational skills and ability to prioritize tasks to meet tight deadlines
- Ability to multitask and effectively manage several projects simultaneously
- Strong attention to detail with a high level of accuracy, reliability, and willingness to take initiative
- Positive attitude and a desire for continuous improvement for self and the organization
- High school diploma or equivalency
- Understanding of the Project Management Processes
- Experience working in a very fast-paced, self-directed, and dynamic work environment
- Demonstrated ability to maintain positive relationships with internal/external customers
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