Project Administrator

GDI.com; Halifax; Hybrid; CAD 48,000 - 62,000; Full time

Benefits offered by this job

Comprehensive health, dental and other

RSP matching

Generous vacation

Hybrid working model

Employee discounts and incentives

Wellness supports

Job summary

GDI Ainsworth is seeking a Project Administrator to provide general administrative support to the Branch Administrator and project teams. The role focuses on operational excellence and delivery within the operations team in a hybrid work setting.

You will handle payroll for project hours, create POs, manage invoicing support, and coordinate with vendors while maintaining strong document control and adherence to processes.

Qualifications

• Post-secondary education in a related area or equivalent work experience.
• 3 years’ experience tracking documentation in a database such as Procore, SharePoint, or Viewpoint.
• Strong computer skills and MS Office proficiency.
• Ability to meet deadlines and prioritize a heavy workload.
• Demonstrated organization and document control capabilities.

Responsibilities

• Data entry and clerical duties as required and provide administration support to the Branch Administrator
• Work closely with the Project teams and admin to minimize their need to do task work including payroll processing for project hours and creating project purchase POs
• Create Cheque Requests and Capital Requests
• Labor Transfers as needed
• Track Purchasing Card activity, logging, reporting and identifying trends for management
• Assist with sourcing materials when required
• Support Health and Safety department as needed
• Create and send expense Reports when required
• Assist in Shipping and Distribution as needed
• Coordinate COIs with head office
• Assist in streamlining/improving administration processes
• Assist in invoice coding and AP/AR with time-related or PO investigations
• Set up new Subcontractors ensuring Avetta compliance
• Ensure accurate and timely project administration including tracking RFIs
• Assist with Quality Assurance for projects and the Atlantic Branch
• Maintain organized project files per Project File Structure
• Assist team members to minimize tasks and ensure document control practices are followed

Skills

MS Office proficiency

Deadline-driven

Organized multitasking

Time management

Education

Post-secondary education in related area or equivalent

Tools

Procore

SharePoint

Viewpoint

Job description

If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the GDI Ainsworth team today!

Job Summary:

The Project Administrator will provide general administrative support to the Branch Administrator and project teams. Focus is on contributing to operational excellence and delivery with the operations team.

Key Responsibilities:

• Data entry and clerical duties as required and provide administration support to the Branch Administrator
• Work closely with the Project teams and admin to minimize their need to do task work including but not limit to: Processing payroll for project related hours and teams and creating project purchase POs for teams, and coordinating with vendors.
• Creating Cheque Requests and Capital Requests
• Labour Transfers as needed
• Track Purchasing Card activity, logging, and creating reports for the team– distributing them and identifying any trends and relaying any issues to Management
• Assisting with sourcing materials when required
• Support Health and Safety department as needed
• Create and send expense Reports when required
• Assisting in Shipping and Distribution as needed
• Certificate of Insurance – coordinating with head office for COIS as needed
• Assist in Streamlining/improving and implementing new administration processes.
• Assisting in invoice coding and Tap reconciliation – supporting AP/AR with time related or PO investigation as needed.
• Setting up new Subcontractors – Ensuring they are Avetta compliant
• Ensure accurate and timely project administration including tracking requests for information
• Assist with Quality Assurance for projects and the Atlantic Branch
• Maintain organized project files in accordance with company’s Project File Structure.
• Assist project team members by taking initiative to minimize and complete tasks and ensure accurate document control practices and procedures are followed

Qualifications:

• Any Quality Assurance Experience is an Asset.
• Any Payroll Experience is an Asset.
• Any Purchasing/Purchase Order Experience is an Asset.
• Post-secondary education in related area of study or equivalent work experience.
• 3 years’ experience tracking documentation in a database, such as Procore, SharePoint, or Viewpoint
• Superior computer skills and knowledge of related computer applications, including the Microsoft Office Suite of programs (Word, Excel, PowerPoint)
• Demonstrated ability to meet deadlines and prioritize a heavy workload.
• Proven systematic and organized approach to multi-tasking.
• Ability to work under time constraints and adapt to change.

Why work at GDI Ainsworth?

GDI Ainsworth is growing at an unprecedented rate and to help attract and retain top talent, we provide benefits on your first day with us. We offer a wide variety of benefits including the following:

Benefits:

Comprehensive health, dental and medical benefits, including wellness supports, RSP matching and generous vacation

Rewards:

Service milestones and peer recognition plus Employee Discounts and Incentives

Flexibility:

Hybrid working models, where applicable

Diversity:

An inclusive organization that embraces diversity and belonging; work in a great team atmosphere with future potential for promotion within company

While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.

GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

GDI Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference.