Project Administrator

VANCOUVER PILE DRIVING LTD.; North Vancouver; On-site; CAD 60,000 - 78,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Vancouver Pile Driving Ltd. (VanPile) is seeking a highly organized Project Administrator to support project execution from accounting, administration, and reporting perspectives.

This role links operations, accounting, management, subcontractors, suppliers, and clients to keep projects on track. Reporting to the Project Manager, you will handle setup, cost management, payroll coordination, and monthly reporting while maintaining accuracy in a fast-paced construction environment.

Qualifications

• Minimum 3 years of administrative experience in construction or related fields.
• Experience supporting project accounting, job costing, or administration is preferred.
• Proficiency with Excel and familiarity with Acumatica and AL Mobile is required.

Responsibilities

• Coordinate project setup and maintain project information, budgets, and cost codes.
• Process vendor invoices and support accounts payable functions, ensuring cost accuracy.
• Collect, review, and verify payroll and equipment timesheets; ensure accurate cost coding.
• Assist with monthly project reporting, forecasting, and variance analysis.
• Collaborate with Project Managers, Superintendents, Accounting, and Operations to keep projects organized.

Skills

Organizational skills

Attention to detail

Communication

Team collaboration

Tools

Acumatica

AL Mobile

Microsoft Excel

Job description

Vancouver Pile Driving Ltd. (VanPile) is not just a construction company; it's a cornerstone of British Columbia's marine infrastructure. Since1913, our dedicated team has been building major
marine facilities along the coastline and inland waters. As a proud,
family-owned business, we are deeply committed to our community and uphold a
long-standing tradition of excellence and integrity.
Learn more at www.vanpile.com

Build Your Career with One of Canada's Leading Marine Construction Companies

At Vancouver Pile Driving Ltd. (VanPile), we don't just build infrastructure, we build careers. For over a century, we have delivered some of the most complex marine, bridge, energy, and heavy civil construction projects across Western Canada.

As we prepare for an exciting upcoming project, we are seeking a highly organized, proactive, and detail-oriented Project Administrator to join our team. This is an excellent opportunity for someone who wants to be an integral part of major construction projects while developing valuable experience in project administration, accounting, job costing, and project controls.

If you thrive in a fast-paced environment, enjoy collaborating with project teams, and take pride in keeping projects organized and running smoothly, we'd love to hear from you.

About the Role

Reporting to the Project Manager, the Project Administrator will play a key role in supporting project execution from an accounting, administration, and reporting perspective. This position serves as a critical link between operations, accounting, project management, subcontractors, suppliers, and clients.

Success in this role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities while maintaining accuracy and professionalism.

What You'll Do

Project Setup & Administration

• Coordinate project setup following project award.
• Establish project information, budgets, cost codes, and cost categories within Acumatica and AL Mobile
• Organize and maintain project documentation, records, and correspondence.
• Support project teams by ensuring documentation complies with company standards and contractual requirements.

Accounts Payable & Cost Management

• Process vendor invoices and support accounts payable functions.
• Match invoices to purchase orders and contracts.
• Review and maintain committed costs within Acumatica
• Assist with tracking project expenditures and ensuring cost accuracy.

Payroll & Equipment Administration

• Collect, review, and verify payroll and equipment timesheets.
• Ensure labour hours, equipment usage, classifications, and cost coding are accurate.
• Coordinate with project personnel to resolve discrepancies promptly.
• Prepare and coordinate project billings, including:
• Time-and-material projects
• Unit-price contracts
• Change orders
• Support invoicing activities and revenue tracking.

Project Reporting & Analysis

• Input and monitor project quantities and job cost information.
• Assist with monthly project reporting and forecasting activities.
• Prepare progress reports and support project financial reviews.
• Analyze actual versus budgeted costs and help identify variances and trends.

Team Coordination

• Work closely with Project Managers, Superintendents, Accounting, and Operations teams.
• Coordinate project updates and maintain effective communication across stakeholders.
• Contribute to a collaborative and positive project environment.

What You Bring

Qualifications

• Minimum 3 years of administrative experience.
• Construction industry experience is considered a strong asset.
• Experience supporting project accounting, project administration, or job costing functions.
• Strong proficiency in Microsoft Office, particularly Excel.
• Experience with Acumatica and AL Mobile.
• Job cost accounting experience is an asset.

Who You Are

You are someone who enjoys taking ownership, solving problems, and keeping projects organized. You can work independently while building strong relationships with colleagues and project stakeholders.

The ideal candidate will demonstrate:

• Exceptional organizational and multitasking abilities.
• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Positive attitude and strong interpersonal skills.
• Ability to prioritize competing deadlines in a fast-paced environment.
• Initiative and a proactive approach to work.
• High ethical and professional standards.
• Adaptability and openness to change and innovation.
• A team-first mindset and willingness to support project success.

Ready to Build Your Future?

What We Offer

• Exposure to a major marine infrastructure project
• Competitive benefits package

Career growth opportunities through exposure to diverse, unique marine infrastructure projects

Ready to Make an Impact?