Infrastructure & Capital Projects Project Administrator, COM
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Job Location:
Monthly Salary:
Posted on:
15 hours ago
Vacancies:
1 Vacancy
Job Summary
Description
Requirements
- (Internal Title: Project Administration II)
- Provide effective and efficient administrative support to the Senior Project Manager(SPM) department/project team
- Plan coordinate and monitor the day-to-day administrative activities of the projectteams ensuring administrative best practices and departmental standards andprocedures are consistently applied and adhered to
- Identify report and provide solutions to issues related to administrative activities
- Prepare and/or assist in the preparation of documents meeting minutes memospresentations and reports for use by the department/project team and distribute tothe appropriate parties in accordance with established standards
- Coordinate and manage monthly Steering Committee meetings including schedulingpreparing agendas documenting meeting minutes tracking follow-ups andmaintaining the action log
- Prepare and/or assist with the preparation of general and confidential correspondenceand communication materials on behalf of the department/ project team review andedit for accuracy grammar format etc. and distribute as required
- Establish and maintain a follow-up and action system for issues and other requestsrequiring responses from the project team
- Retrieve and compile correspondence and/or data relating to specific projects/issuesfor use by the Chief Project Manager Senior Project Managers Project Managers andSeniors Project Engineers
- Record sort and prioritize incoming/outgoing internal and external contractcorrespondence and submittals using document control system
- Assess compile sort process and consolidate data verifying correctness accuracyand consistency of information following established procedures and within timelines
- Prepare and maintain complete and current project files using the designateddocument control system (i.e. SharePoint) and manage project file archiving andcloseout
- Provide status updates on project sign-offs such as Scope Review Sign-offConstruction Review Sign-off Bid Release Sign-off Completion and Handover Sign-off Certificate of Fitness for Revenue Service and Handover. Follow-up with reviewers/ approvers as required
- Review / approve (as applicable) Work Assignment / Plan Release Initiations (WPRI)to ensure that submitted consultant work plans are consistent with approvedConsultant Staff Lists (CSLs) staff and rates. Coordinates with Consultant whendiscrepancies occur
- Facilitate the issuance and approval of Certificate of Payments (COPs) for Consultants
- Assist project team to prepare and submit regulatory compliance documents ( applications and variances)
- Prepare all Project Management workflows (Procurement Requisition PurchaseAuthorization and Purchase Order Amendment Authority Work Orders to PlantMaintenance)
- Assist in the preparation and submission of annual Capital Budget documents andcirculate for approvals as required (Project Summaries PES Black & WhiteSchedules BCRs In-Year Budget Transfers)
- Liaise and coordinate with internal stakeholders / client groups / service supportgroups /Procurement Team and Category Management Accounts Payable Project Management Office Finance Engineering Plant Maintenance OfficeServices Document Control Payroll IT Services and Building Management / Securityas required
- Assign / register mandatory training and certifications for employees andinternal consultants (registering for classes ensuring licenses / certificates are keptcurrent submitting fee reimbursement for annual PEO and PMP licenses etc.)
- Manage department onboarding and offboarding process for new staff andinternal consultants to create a positive employee experience and ensure thatbusiness systems are secure and running smoothly while maintaining compliance withcompany policies
- Assist Senior Project Manager and Project Manager(s) to prepare schedule andfinalize annual Employee Performance Appraisals (EPAs)
- Oversee general Project administration including but not limited to project documentation and filing scanning photocopying arranging and organizing meetings and travel and making arrangements for the conference room
- Working Conditions
- Office-based
Requirements
- Experience:
- Minimum of 3 years of experience in Project Administration or Administration
- Experience acquired in a project management environment involving large construction projects is an asset
- Education:
- High school diploma or GED
- Registered for and actively seeking a Diploma in Business Administration or similar
- Skills and Competencies:
- Proficient in Microsoft 365 such as SharePoint Microsoft Teams Excel PowerPoint etc.
- Sound knowledge of administrative concepts and practices including scheduling document management and reporting
- Strong attention to detail
- Keen eye for detail and adept problem-solving abilities
- Must have demonstrated experience relaying and receiving information to and from all levels of management (written and verbal)
- Competent in identifying tasks and duties to take onboard to offload and support management
Required Experience:
Unclear Seniority
Key Skills
- Microsoft Office
- Construction Experience
- Microsoft Outlook
- Microsoft Word
- Sage
- Microsoft Powerpoint
- Microsoft Excel
- Project Management
- Sharepoint
- Microsoft Project
- Administrative Experience
- Project Coordination
About Company
integrated project management firm providing expertise and solutions in construction project management, engineering consulting, project management services, technical advisory services, transit oriented development, PMIS project management and manufacturing consulting services.
