The Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.The diversity of projects carried out by the Design and Project Delivery Services group in a wide range of industries – retail, commercial, institutional and industrial.
KEY DUTIES & RESPONSIBILITIES
Project Set Up
Inputs project information into databases and completes project set up process
Project Tracking and Documentation
Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
Project Financial Administration
Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
Executes the purchase order process.
Reconciles purchase orders to invoices to ensure accuracy.
Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
Reviews and communicates risks to Project Managers.
Project Close Out Administration
Executes project close out requirements.
Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
Reviews and reconciles actual project expenses against cost estimates.
Other duties as assigned.
MINIMUM EDUCATION: Community college diploma or equivalent training (e.g. RPA, CET)
JOB-RELATED EXPERIENCE: More than one year up to three years
Knowledge & Skills
Community college diploma
1 to 3 years of project administration or administrative work experience
Strong administrative and organizational skills
Ability to provide project administration support
Ability to maintain accurate data
Strong attention to detail and data accuracy
Ability to extract and compile data into reports
Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications
Licenses and/or Professional Accreditation
Demonstrates an interest in pursuing Project Management Institute Accreditation