Project Administrator - Cambridge, ON

at  Milestone Environmental Contracting Inc

Do you love a challenge? Are you interested in doing more than just talking about saving the Environment? Milestone Environmental Contracting takes on some of the most complex environmental clean up projects across Canada, making a lasting benefit to our environment and our community. We specialize in soil and ground remediation, water treatment, heavy civil construction, building decommissioning, land reclamation and rehabilitating sensitive habitats. At Milestone, we dare our clients to let us help them tackle their toughest jobs! We are successful because we have the best team using the latest technology and techniques to develop innovative solutions in a fast paced and everchanging environment. We rarely do the same thing twice and always have fun while doing it.
What makes Milestone the place to work? We are a people first company that dedicates our time to saving the environment. We offer competitive wages and benefits, and we ensure all employees have the opportunity for professional growth and development. Other companies may say the are people first, but we live up to it. This is a promise we have been able to deliver on for the last 10 years and we continue growing stronger. If you think you are a fit, then we want you to grow with us.
Learn more about us and what we do on our website! MilestoneEnv.ca
At Milestone, we collaborate relentlessly; we strive to inspire a diverse team of talent; we care, we are equitable, we are inclusive. We want every team member to feel and know they belong here. We are inspired by our people - the best in the business. Our work with Indigenous partners and communities has been a tremendous source of pride and learning for Milestone. We are committed to Indigenous Peoples as partners and employees. We have much to learn from all our partners and employees. We look forward to continuing to attract and retain the best people to tackle the most complex challenges of a cleaner world. Only through acknowledging and encouraging everyone’s potential and contributions will we succeed.

POSITION SUMMARY:

Milestone Environmental Contracting Inc. (MECI) is seeking a Project Administrator (PA) to assist the project delivery team through all stages of the project lifecycle, from the estimating to project closeout. Focus is on facilitating the information flow from the onsite Milestone project team, including subcontractors and suppliers, to the Project Manager (PM), and to the client. The PA is responsible for gathering project information and compiling it to meet the needs of the client and Milestone. The PA supports the PM with administrative tasks associated with the project and supports the finance department with entering project finance data into Sage Intacct. PMs rely heavily on the PA for administrative support and the timely delivery of project information through out the project lifecycle. Like all employees here, you will be responsible for representing Milestone in a professional way that reflects our core values of Ingenuity, Entrepreneurial Spirit, Caring, Accountability and Collaboration. You will add value to the company through your attention to detail, initiative to investigate & looking for ways to improve day to day workflow, and your team-player communication style.

EXPERIENCE:

• 1 – 3 years of experience is a must.
• Civil and/or Environmental Construction Field experience is an asset.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Construction industry exposure and experience is required.
• Strong computer skills (experience in Excel, MS Office,Sage Intacct, Heavy Bid/Job, B2W is an asset)
• Excellent planning and organization skills
• Able to work in a fast-paced environment.
• Able to understand and prioritize requests.
• Able to focus on details with a keen eye for accurate numerical data capture.
• Must be willing to take initiative to find answers and understand project needs.
• Able to work collaboratively with team members.

• Receive, review, and process field data including daily field packages with supporting backup and vendor invoices.
• Verify accurate data capture and processing for all project costs including labour, equipment, subcontractor, and materials.
• Responsible for the AR/AP for the project with support from the PM and finance team.
• Assist with Pre-qualifications / Tenders / Proposals documentation.
• Develop submission structure / organize proposal content.
• Upload awarded estimates to Sage Intacct for review by Project Manager
• Work closely with PM on Change Management processes for RFI / CCN submissions and follow up.
• Work with PM for Subcontract / Purchase Order / Change Order creation and entry to Sage Intacct.
• Ensure flow down of Terms & Conditions from Prime Contract through to Subcontracts.
• Co-ordinate with PM and/or Site Supervisor for issuing of Subcontracts and Pos
• Ensure all associated Quotes and documents are uploaded to Sage Intacct.
• Enter Subcontract in HeavyJob for approval PM prior to release.
• Confirm contract cost coding lines up with the estimate.
• Follow internal approval / sign off process.
• Complete credit applications
• Upload signed contracts into Sage Intacct.
• Verify & collect end of project documentation & project close-out requirements.
• Compile / complete project binders for Site Superintendents:
• Project Details Binder including control estimate, work plans, supplier quotes / purchase orders, job specifications, site drawings, permits and licenses, etc.
• Set up site specific field package for Site Superintendent to track daily activities and costs.
• Meet submission deadlines by establishing priorities and target dates for information gathering writing, review, and approval.
• Arrange for Bonding and / or Certificates of Insurance
• Set up project and client billing template in Sage Intacct.
• Receive, review and process field data including daily field packages with supporting backup, vendor invoices.
• Support the project delivery team in meeting the project deliverables as required.
• Support subcontractor vetting and prequalification process.
• Reads, understands, and follows MECI’s Corporate Health and Safety Program, Policy, and Procedures. Ensures health and safety is considered in the performance of all activities both on and off the job. Participation in Health & Safety initiatives will be monitored and reviewed as necessary.