Project Administrator

4 weeks ago

Oakville, Canada Siemens Energy Full time

Project Administrator

About the Role

Location Canada Ontario Oakville Company Siemens Energy Canada Limited Organization Gas Services Business Unit Service North America Full / Part time Full-time Experience Level Experienced Professional

A Snapshot of Your Day

A Project Administrator is an employee working that supports an outage onsite or offsite with maintaining project costs, budgets, worked hour’s submittal for payroll, billing documentation, customer support, and assistance with tasks supporting the Project Team/District Service Managers. The Project Administrator position is a travel position that requires presence at customer sites supporting the project team and customer.

  How You’ll Make an Impact

Participates in maintaining a safe work environment. Supports the field staff in all administrative issues regarding safety Mobilization and demobilization activity support, including but not limited to employee sign-up documents and ensures all on-boarding documents are complete. Work with project and staffing managers to coordinate incoming personnel. May include additional coordination with the District Service Manager and Project Manager in procuring site office supplies and/or site materials. Maintaining documentation required pertaining to the outage (timesheets, purchase orders/invoices, expense receipts, etc.). Create system to effectively manage submittal requirements for documentation. Maintain personnel records pertaining to staff onsite, subcontractors, suppliers, vendors, engineers, corporate, employee and update regularly. Coordinating various weekly payroll submittals, including tracking daily labor, recording and monitoring attendance with data entry into PMI Manage and generate weekly billing documentation, used to support customer invoicing, with any additional support for invoicing customers when requested. Ensure all billing documentation is organized effectively, is complete, and all documents are signed appropriately by responsible parties. Interactions with internal/external vendors and relating personnel, not limited to tracking invoice submittals, follow through with vendor returns, and work hours tracked while onsite. Project close-out activities, not limited to file archiving and shipment, obtaining outstanding costs for the project and final reporting of outage financials through appropriate reconciliation. Assists CPM & Finance team as needed. Nuclear facility in-processing support when applicable, training class scheduling/coordination. Coordinate with nuclear facility to in-process incoming personnel, submit background paperwork, input access authorization forms and set up training/physicals. Works efficiently and in a manner that meets or improves the job budgets. Provides suggestions that will reduce costs and improve profits are encouraged. General Office Duties: Provide standard administrative support as required in addition to other necessary activities such as local courier, site supply purchasing and office supplies, accurately file paperwork, copying, faxing, scanning, phone records, document distribution, equipment inventories, answering phones, distribution of phone messages, preparing meeting agendas, taking meeting minutes and distribution of same, etc.

What You Bring

Background in project administration demonstrating an understanding of how to effectively support operational teams during a customer outage Good people management skills Excellent communication skills Enthusiasm for supporting operational teams and focus on their collective success.

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