Project Administrator - Operations
Project Administrator - Operations
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Job Description
Who We Are
OCL Group Inc. (OCL) is a Canadian company that is privately-held and employee-owned. We are a fully integrated general contractor with construction and design-build solutions across Western Canada. With the experience you can trust and the quality you can depend on we have proudly served the industrial heavy civil oil and gas and mining industries since 2009.
The formation of OCL was a direct result of a few long-tenured industry professionals with entrepreneurial spirits wanting to get back to their roots and build an organization where people matter. Formed in 2009 OCL started their first project and began building around a business model focused on People and Doing the Job Right.
More about OCL here: . What are you waiting for Apply today!
The Role
We are currently recruiting for a highly organized and detail-oriented Project Administrator to support our this role youll play a key part in coordinating administrative tasks maintaining project documentation and supporting the project team with daily operational needs.
This position will begin with in-office training 5 days per week to ensure you are fully prepared and confident in the role. In early spring the position will transition to a large project site located in Red Deer AB. This is an LOA based position.
Candidates must be willing and able to work on site.
Compensation/Benefits
- Competitive hourly rate. Negotiable based on experience.
- Weekly Pay
- Company bonus (depending on overall company performance).
- Flex credits - $7000 per year that can be allocated to a health care spending account and/or RRSPs
- 100% drug coverage
- Long term disability AD&D life insurance & dependent life Insurance.
- Paid vacation.
- Cell phone allowance or company provided cell phone.
- A company provided laptop
Our Culture
Our employees would describe the work environment as team based fast paced and entrepreneurial. We believe in hiring A Players who are self-motivated and intrinsically driven to succeed. These types of people thrive in environments with minimal guidance because they are resourceful and can seek out information on their own to make informed decisions. Turning around profitable projects for our clients that align with our core values of Safety Partnership Excellence Innovation and Fun is key to everything we do!
OCL Advantage
- Employee Ownership - Fosters a culture of ownership integrity accountability and desire for group success.
- Flexibility - Intrinsically motivated A players dont need to be micromanaged. They work hard because they want themselves and the Company to succeed. These types of employees enjoy increased levels of autonomy and flexible schedules.
- Work Hard Play Hard Culture - We pride ourselves on being a FUN place to work! We work hard but know how to have a good time too! We frequently gather as a group to celebrate wins holidays and individual milestones.
- Entrepreneurial Mindset - We are always looking for opportunities to expand our business and diversify! We take calculated risks foster innovation and make quick decisions because we operate in a very low bureaucracy environment.
- Small Business/Family Feel - With the capacity to handle complex multi million dollar projects and grow our workforce to over 1500 people quickly we compete with large General Contractors but pride ourselves in our ability to maintain a small business/family feel. We have blue collar roots so our casual environment and commitment to our hard working men and women in the trades is key to our success.
Responsibilities/Job Duties:
- Collection preparation and entry of timesheets
- Support the day-to-day activities of the project personnel
- Responsible for the reconciliation of Daily Reports against Timesheets and support documentation.
- Ensure Timesheets and expenses documentation is approved by Project Manager
- Assist in Weekly and Monthly report preparation
- Facilitate onboarding and mobilization of new hires including booking safety training and D&A tests
- Maintain project filing including electronic files project correspondence log; prepare and distribute select project transmittals via PM
- Ensure that project coding is effectively used.
- Maintain and update Track/CDMS to ensure accurate time entry job coding cost tracking and labour/equipment reporting
- Generate reports from Track to support project controls payroll and project accounting functions
- Update DTC Database as required.
- Prepare operational reports as required. (i.e. manpower reports job cost labour cost etc.)
- Prepare daily LEM and submit to the client for approval.
- Daily labour and equipment tracking review of job cost codes.
- Responsible for all logistics required for site access badges vehicle passes ETMP Requests and coordinate flights and camp as required
- Work in an environment with strict deadlines requiring a high level of focus
- Support OCLs Statement of Values and foster continuous process improvement in all areas of responsibility.
- Consistently conduct business in accordance with OCLs values policies guidelines and established best practices.
- Completion documentation and timely distribution of all project related correspondence records and reports.
- Develop and maintain strong working relationships with all parties involved with the project.
- Promote OCLs Doing the Job Right to our clients and the workforce.
Key Skills
- Time Entry & Payroll Coordination Accurately collect and process field timesheets; reconcile with reports Track/CDMS and job codes
- Project Accounting Support cost tracking reconciliations reporting and labour/equipment tracking to ensure accurate financial oversight
- Document Control Maintain organized filing systems for reports transmittals and correspondence
- Advanced Microsoft Excel & Google Sheets Build and maintain reports using formulas pivot tables and data validation in Excel; collaborate in real time using Google Sheets
- Database & System Experience Proficient in Track/CDMS DTC and related project management tools
- Project Coordination Support project managers with schedules logistics reporting and resource tracking
- Communication Clear professional verbal and written communication with internal teams and external stakeholders
- Attention to Detail High level of accuracy in data entry reporting and documentation
- Problem Solving Ability to troubleshoot issues independently and propose practical solutions
- Multitasking & Prioritization Effectively handle competing tasks and shifting priorities under tight deadlines
- Confidentiality & Discretion Handle sensitive personnel payroll and client information appropriately
- On-Site Readiness Ability and willingness to transition from office-based training to working on a large site-based project
- Team Collaboration Work closely with project teams field staff and administrative personnel across multiple locations
- Technical Aptitude Quick to learn and navigate new systems including databases project tools and internal platforms
Qualifications/Education/Experience
- Minimum 35 years of experience in an administrative or project coordination role preferably in heavy industrial oil & gas or construction environments
- Business Administration Diploma or equivalent post-secondary education (a degree is an asset)
- Strong understanding of project documentation daily reporting and cost tracking practices
- Project accounting experience including cost tracking reconciliations and reporting
- Proven experience using Track/CDMS and DTC systems for time entry reporting and database management
- Previous experience supporting field-based teams and managing time entry payroll support and onboarding logistics
- Familiarity with LEMs job cost codes and labour/equipment tracking is preferred
- Advanced proficiency in Microsoft Excel (pivot tables formulas data validation) and demonstrated experience using Google Sheets for collaborative reporting and tracking
- Experience working with Google Workspace document control software and shared drives
- Excellent organizational skills time management and attention to detail
- Strong interpersonal and communication skills both written and verbal
- Able to prioritize tasks in a fast-paced environment with shifting deadlines
- Demonstrated ability to work independently in a remote setting after training
- Strong problem-solving skills and the ability to take initiative without constant supervision
- Knowledge of construction processes terminology and project lifecycle is a plus
- Previous experience with site access systems travel logistics and mobilization coordination is an asset
- Must be legally eligible to work in Canada and available during regular business hours
OCL Group Inc. is an equal opportunity employer.
Required Experience:
Senior IC
Employment Type
Full-Time
