Project Administrator

at  DES Engineering Limited

JOB SUMMARY

The Project Administrator is responsible for providing various administrative and coordination duties to support internal project teams as well as coordinating with and providing information to relevant external stakeholders. Reporting to the President, this individual is primarily involved in project, accounting and administrative functions.

EDUCATION & QUALIFICATIONS

• High school diploma.
• Proficiency in Microsoft Office suite.
• Diploma or certificate in Business Administration or equivalent would strongly be considered an asset.
• Minimum of 3 years administration experience would be considered an asset.

SKILLS & KNOWLEDGE

• Service oriented and reliable
• Dependable self-starter with high level of initiative
• High attention to detail
• Excellent organizational and time management skills
• Discretion, integrity and trustworthiness
• Ability to work both independently and within a team
• Strong written and verbal communication

Admin Coordination

• Support the President and shareholders with various administrative tasks as needed including data entry, scheduling and coordination with other departments, clients and external stakeholders.
• Provide support in maintaining the President’s calendar, internal and external meeting and various correspondence.
• Facilitate the day-to-day organization and coordination of company operations and managing information flow between company leadership and other stakeholders.
• As needed, manage the President and shareholder calendars and various administration including scheduling, tracking, prioritizing, delegating and following up of correspondence as needed.
• Support Reception as secondary point of contact for phones, office visitors, etc. as needed.
• Conduct general administrative duties such as generating documents, spreadsheets, letters etc.
• Assist with travel and accommodation arrangements and logistics as required.
• Ensure data, documentation and files are accurate and up to date and proactively work with company leadership to resolve discrepancies.

Project Coordination

• Conduct various coordination and administrative duties such as logging design progress, communication, reviews and approvals.
• Receive and track engineering design submissions, reviews, project correspondence, material ordering, certificates and approvals from Project Managers and technical staff.
• Prepare and administer contracts, cost breakouts, rebate requests and project files including proactively managing workload to adjust to seasonal variances where possible.
• Work closely with the technical staff to assist with coordination of accurate drawings, material orders and other deliverables prior to being sent out to external contacts such as contractors, utilities and primes.
• Align to and support the tracking of key milestones, construction dates and project submission deadlines set out by Project Managers and technical staff.
• Identify correspondence variance gaps in company database, collect missing data and extract information from database as needed.
• Receive and track notifications on project status updates, and identify and escalate variances with vendors, contractors and other relevant third parties such as municipalities and utility companies to Project Managers or technical staff.
• Communicate with contractors for the status of drawings, approvals, timelines and other deliverables including addressing questions and requests within scope of duties and escalating to Project Managers or technical staff as needed.
• Assist Accounts Manager and Contracts Administrator with project progress billing as directed.
• Distribute construction schedules to participating utility companies as required.
• Track construction dates for reporting.

Other

• Other duties and responsibilities as required.