Project Admin Coordinator

**POSITION MANDATE**

Coordinates and leads the administrative and logístical support aspect of project management for their department to facilitate and expedite project delivery, as well as performing a range of administrative duties.

**REPRESENTATIVE DUTIES**

**Project Coordination**
- Monitors, maintains, and assists with the creation of project management processes, document control, and the general support of related databases (purchase orders, customer information, budget, applicable paperwork to the Department, etc.).
- Provides leadership and guidance in support of the Project Manager in the administration and maintenance of assigned project schedules including coordination of logistics when needed.
- Schedule and coordination of multiple overlaying projects within established capacities and makes recommendations for workforce planning.
- Supports the Project Manager in the planning and scheduling project meetings (kick-off, continuous improvement, etc.).
- Liaises with Department project manager, and customer where appropriate and, as required.
- Provides the Project Manager with the compilation, analysis, and summarization of project financial information to monitor budget status and notifies Project Manager, Supervisor or Manager when expenditures are approaching identified thresholds.
- Prepares, audits, and reviews draft interim and final invoicing to project manager, ensuring all related documentation is complete and accurate, ready for invoicing by Finance department upon project manager approval.
- Provides mentorship to lesser experienced staff with respect to project administration and document control.
- Compiles, analyzes, and summarizes job costs to determine overall profit margin.
- Gathers and files relevant project documentation and other content at the close of each project.
- Tracking progress of Change in Condition documents and updating budgets as required.
- Work closely with project manager to identify schedule and potential cost changes.
- Works regularly with project management team to recommend improved processes and systems related to project administration.
- Monitor the progress of vendor credits to be credited back to a project.

**Administrative Support**
- Performs administrative tasks for their department including document preparation, data entry, maintenance, storage of electronic project files and transmittals.
- Assists customers with any incoming inquiries pertaining to services, current projects being implemented, billing and/or general coordination of any department related inquiries.
- Assists with procurement of materials and supplies for the department including issuing and tracking purchased materials.
- Responsible for the general administration of the department.

Technical Knowledge & Skills
- Advanced knowledge of project management activities, approaches, and techniques.
- Knowledge of agile and traditional project management principles and practices.
- Knowledge of corporate divisions / functions and how they interconnect.
- Knowledge of the principles and practices of insurance.
- Advanced Knowledge of Microsoft Office (e.g., Project, Word, PowerPoint, Excel, SharePoint, OneNote, MS Projects).

**Oversight**
- Provides clear communication to supervisors, project manager(s) and other key staff.
- Basic comprehension of project budgets, project costs and resource plans.

**Sales/Customer Relations**
- Assumes responsibility for verbal and written communication with outside clients, suppliers, and co-workers.

**EDUCATION AND EXPERIENCE**
- Grade 12 or equivalent and/or a relevant post-secondary certificate
- 1-2 years of relevant experience in Project Admin Coordinator 1 role (TPS) or Project Coordinator role (outside of organization)
- Diploma or certificate in project administration, project management, applied sciences or related education (to move directly into PAC2 role)
- Advance knowledge of project management as well as coordination and administration of a project lifecycle. An equivalent combination of education and experience may be considered.

**ACCOUNTABILITIES**
- Project documentation is well organized, easily accessible, and accurate.
- Project based profit margins are calculated within a reasonable time frame following the completion of projects.
- Supports the project manager to establish Kick-off meetings and continuous improvement meetings which are scheduled and effective.
- Administrative support is timely, accurate and relevant to the scope of the work.
- Required documentation meets quality expectations and standards regarding data entry and/or filing (PO, expenses, budgets, etc.).
- The incumbent’s work areas are maintained in a professional and organized manner.
- Positive and professional relationships and communications with internal and external contacts essential to performing the position’s duties are established and maintained.
- The quality of the work delivered meets expectations.
- Issues of concern or importa