Project Administrative Coordinator

Sancton Access Inc.; Saint John; On-site; CAD 40,000 - 55,000; Full time

Job summary

Sancton Access Inc. is seeking a Project Administrative Coordinator in Saint John, New Brunswick. The role involves organizing project tasks, managing contractor relations, and ensuring timely invoicing, making it vital for operational success. Ideal candidates will have a strong work ethic, attention to detail, and experience in project administration within the construction industry.

Benefits

Extended health care

Dental care

Employee assistance program

Life & Disability insurance

Company matching registered savings plan

On-site parking

Paid time off

Qualifications

• Experience in project administration or construction contracts.
• Proficiency in Microsoft Office Suite, especially Excel.
• Strong communication and problem-solving skills.

Responsibilities

• Organize and complete all project administration tasks.
• Ensure project setup and file management.
• Process project rental contracts and accurate invoicing.

Skills

Attention to detail

Problem-solving

Communication skills

Time management

Teamwork

Education

2 years’ experience in construction contracts or project administration

Extensive knowledge of Microsoft Office Suite

Tools

Acumatica

IQN

Job description

Locations: Dartmouth, Nova Scotia OR Saint John, New Brunswick

About Us

Founded by Stanley Norman Sancton in Saint John, New Brunswick in 1910, the Sancton Group is a fourth-generation family-owned and operated company. Our access solution division operates as Sancton Access Inc. and is one of Atlantic Canada’s most trusted contractors for supplying, renting, & installing scaffolding and other access-related products.

We’ve accomplished exciting and intricate projects for industrial, institutional, and commercial clients throughout Atlantic Canada. We are committed to delivering high-quality solutions to our clients. We value the contributions of our skilled workforce and uphold the highest standards of Safety, Quality, and Collaboration.

We are seeking a motivated & hardworking individual to join our team. This is an excellent opportunity for those looking to start a career in the construction industry. The ideal candidate will be eager to learn, have a strong work ethic, and be willing to adhere to safety protocols. The ability to work effectively in a team environment within the framework of company guidelines.

Reporting to the Project Administrative Manager, and working closely with customers, estimators, operations, and Yard & Field Supervisors & Foremen, the Project Administrative Coordinator organizes and completes all project administration tasks to enable smooth execution of projects from award to final billing.

The ideal candidate is a motivated self-starter who may not know the answer to a question but will certainly find it and then use this learning for continued development in the role. Confident in their ability to problem solve and articulate solutions, The Project Administrative Coordinator seeks to understand how all the parts and pieces of a job come together successfully. Their attention to detail allows them to catch variances in advance of errors being made. They work well independently while easily moving into all-hands-on-deck mode when necessary.

Responsibilities

As a Project Administrative Coordinator, your responsibilities will include, but are not limited to, the following:

• Ensure proper project set up and file management
• Process project rental contracts
• Ensure work crews have all pertinent details for the job
• Issue and receive third-party purchase orders for project requirements
• Provide project required documents to customer for execution, if required
• Address customer questions and concerns regarding project details
• Ensure timely and accurate project and rental invoicing
• Participate in project billing meetings, as required
• Review, qualify, and enter daily labour time provided by foreman, reconcile against project planning schedule, and prepare/submit foreman report for approval
• Maintain current knowledge of all relevant union contracts
• Assist Rental Desk
• Support for incoming calls on main line
• Adhere to company Health and Safety Policies and Procedures
• Other related duties as may be assigned from time to time

Qualifications

• 2 years’ experience in construction contracts, project administration, or administrative role requiring significant amount of troubleshooting and information gathered for successful completion of work.
• High level of integrity and excellent work ethic
• Willingness to learn and follow instructions
• Ability to work individually as well as part of a team
• Extensive knowledge of Microsoft Office Suite with advanced skills in excel such as but not limited to lookups and pivot tables (testing may be required)
• Open to continuous improvements and company change initiatives
• Ability to self-audit quality control and accuracy of data entry
• Proven ability to prioritize and manage conflicting demands
• Excellent time management skills and attention to detail
• Strong written and oral communication skills
• A self-starter who can demonstrate taking initiative and ownership in current role
• Proven experience building and maintaining strong working relationships across multiple departments
• Committed to life-long learning
• Experience using ERP systems for data management and reporting; specific experience working with Acumatica and IQN would be an asset

What We Offer

• Extended health care
• Dental care
• Employee assistance program
• Life & Disability insurance
• Company matching registered savings plan
• On-site parking
• Paid time off

Security

• Candidates must complete an RCMP Background Check as a condition of employment

Please include “Project Administrative Coordinator” in the subject line.