Project Administrator

Primary-Engineering-and-Constructio; Mississauga; On-site; CAD 55,000 - 75,000; Full time

Job summary

Primary-Engineering-and-Constructio seeks a skilled administrator to support engineering projects in Mississauga. You will coordinate project activities, manage tracking in Excel, and support billing and accounting processes. The role requires collaboration with teams to ensure on-time, on-budget delivery.

The candidate should have 2+ years in a similar role, familiarity with ERP systems, and strong MS Office skills. A Class 5 license and comfort with office events are also expected.

Qualifications

• 2+ years of experience in a similar role or equivalent education in business administration, project management, or accounting.
• ERP software experience is a plus.
• Experience in electric utility or engineering/construction environments is an asset.
• Class 5 driver’s license is required.
• Solid proficiency with Microsoft Office and project management tools.

Responsibilities

• Provide project support and coordination for the engineering team to ensure projects are on time and within budget.
• Set up projects according to department standards and best practices.
• Coordinate and track projects using MS Excel and project management tools.
• Maintain accurate project tracking and data entry.
• Process invoicing and billing in accounting systems and complete expense reports.
• Plan and coordinate office social events and manage logistics.
• Perform general administrative duties and maintain records.
• Handle other duties as assigned.

Skills

Communication

Time management

Organizational skills

Interpersonal skills

Education

Business administration / project management certificate or degree

Tools

MS Project

ERP software

Microsoft Dynamics SL / Acumatica

Job description

Responsibilities

• Project Administration
  • Provide project support and coordination for the engineering team to help ensure projects are executed on time and within budget.
  • Set up projects according to department best practices and standards.
  • Project coordination and tracking using Microsoft Excel and project management tools
  • Maintain accurate project tracking and data entry.
  • Timely performance of necessary tasks to initiate, monitor progress, close, bill, and archive project files digitally.
• Financial Support
  • Verify receipt of services procured to support payment of supplier invoices.
  • Request cost quotations from internal design, material, and construction resources.
  • Summarize and evaluate project financial outcomes at completion.
  • Prepare and enter invoicing in the accounting system (Microsoft Dynamics SL & Acumatica).
  • Complete billing and invoicing for various clients.
  • Complete expenses reports.
  • Process invoices for payment.
• Office Culture & Social Events
  • Plan and coordinate office social events, including holiday parties, team lunches, celebrations and seasonal gatherings.
  • Manage event logistics such as venue booking, catering, invitations, RSVPs and supplies.
  • Track event budgets and expenses.
  • Recognize staff milestones such as birthdays, work anniversaries and welcomes for new hires.
  • Gather staff feedback and ideas to keep events engaging and inclusive.
• General Administrative Duties
  • Manage basic office supplies and necessities.
  • Maintain and improve contract reporting tools and templates.
  • Coordinate and maintain records for office space, company credit cards, and other equipment and assets.
• Other duties as assigned

Qualifications

• Minimum of 2 years of experience in a similar role or equivalent education such as a degree or certificate in business administration, project management, or accounting.
• Previous experience with Enterprise Resource Management (ERP) software systems would be an asset.
• Experience working in the electric utility, or a related engineering/construction environment would be an asset.
• Experience with electric utility project estimating and project management would be an asset.
• Class 5 driver’s license

The eligible candidate should possess

• Demonstrated proficiency in Microsoft Office applications: Word, Excel, PowerPoint, MS Project.
• Exceptional written and verbal communication skills, which include the ability to prepare reports, format documents, and draft official letters and correspondence,
• Ability to work within a deadline-oriented team environment, to prioritize work, and to work independently,
• Strong organizational skills and attention to detail including ability to adapt and problem solve
• Well developed interpersonal skills with the ability to cultivate strong business relationships internally and externally
• Familiarity with accounting and/or project management principles