Project Controls Administrator

**_Project Controls Administrator_** Reporting to: Regional line of business

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By providing support to the line of businesses in all aspects of divisional administration, project set-up, monitoring and support, the main goal of the Project Controls Administrator role is to ensure that projects are set-up and managed consistently amongst all lines of businesses and locations, in accordance with QM LP’s processes and policies.

**RESPONSIBILITIES**

**Project Management Set-Up, Monitoring and Support**
- Assist the Operations personnel with job set up, tracking, analysis, reporting and closing requirements
- Ensure accurate and timely data collection as it relates to project budget and cost estimates
- Assist PMs on multiple projects, manage various priorities and assist in tracking financials
- Project reporting & Meeting Minutes
- Set up and understand client billing requirement
- Assist and maintain cost tracking and cost analysis data, ensure NAV is up to date
- Assist with monthly accruals / forecasting and profit analysis
- Manage project holdbacks by working with the project team to ensure all contract requirements are met
- Attend project management meetings as needed

**Accounting Related Responsibilities**
- Monitor and maintain projects ensuring estimates are accurate and up to date
- Timely receiving of field reported data into NAV
- Issue purchase orders for assigned jobs
- Coordinate resolution of 3-way match discrepancies (vendor invoice - receipts - purchase order) for assigned jobs
- Confirm all job costs accounted for by reviewing reports, estimate and backup
- Provide analysis and back-up for job costs and revenues
- Process, post and submit customer invoices through various platforms
- Assist with collections of Accounts Receivable

**Administration**
- Document Control at all levels on the QM internal Drive
- Track and maintain all tickets, work orders, packing slips from the field in the corresponding projects
- Assist with travel logistics for project requirements and division Senior Management travel as needed
- Running reports as requested
- Photocopying, scanning, etc.
- Aiding other team members as required
- Other general administrative tasks as assigned

**Health and Safety**
- Understand and follow Corporate Health and Safety Program, Policy and Procedures
- Ensures health and safety is considered in the performance of all activities

**Other** responsibilities as assigned

**QUALIFICATIONS**

**Education**
- Graduate from both a secondary and a post-secondary institution
- Graduate from a university or college program related to business administration / accounting or an equivalent combination of training, education and experience

**Knowledge**
- Construction industry exposure / experience and project management appropriate to the Line of Business
- Excellent analytical ability
- Understanding of project management concepts

**Experience**
- A minimum of 2 years’ experience in an administrative role
- General office administration experience
- 1-2 years of data entry experience
- Minimum 1 year construction industry exposure / experience or project management
- Minimum 2 years in project accounting, accounts receivable and accounts payable
- Computer skills - Microsoft Office Environment with emphasis on Microsoft Dynamics, Excel, Power Point, Outlook and Word
- Working knowledge or relative experience with accounting software

**Skills**
- Strong data entry
- Strong attention to accuracy and detail
- Excellent verbal & written communication skills
- Ability to multitask and to be flexible for changing priorities
- Good interpersonal skills, with the ability to work independently and within a team
- Excellent time management skills & organizational skills
- Takes initiative and has good work ethic
- Maintain effectiveness to changing priorities
- Excellent written and verbal communication skills
- Strive for efficiency without sacrificing quality
- Effective problem-solving skills; ability to make decisions
- Ability to manage all personality types
- Ability to work with individuals at all levels

**WORK ENVIRONMENT**

Work is primarily in an office environment. Occasional travel to work sites and other office locations is required.

**COMPANY POLICIES**

Compliance with company policies is a requirement of employment. Please note that this includes QM’s Covid-19 in the Workplace Vaccination Policy, which requires employees to comply with QM’s Infection Control Plan (ICP). QM’s ICP requires employees to be vaccinated if they will be working onsite at a jobsite that has a mandatory vaccination policy. Accommodations, including legally eligible exemptions, will be considered where legally required.

**OUR COMMITMENT TO DIVERSITY & INCLUSION**

**QM’s Employee Referral Program**
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