Project Administrator

BGIS; Ottawa; On-site; CAD 47,000 - 59,000; Full time

Job summary

BGIS, a leading provider of facility management and real estate services, is seeking a Project Administrator to manage project administration activities, documentation, and set-up. The role involves inputting information into databases, maintaining project plans and minutes, tracking progress, coordinating vendor qualifications, processing purchase orders, and ensuring invoices reconcile accurately.

You will support project managers and help close out projects with precise reporting and

Qualifications

• Diploma from a community college or equivalent.
• 1–3 years of project administration or administrative experience.
• Strong organizational and data accuracy skills.
• Ability to create and maintain project documentation.
• Effective communication and data extraction for reports.

Responsibilities

• Input project information into databases and complete setup.
• Maintain project documents: plans, minutes, contracts, close-outs.
• Track progress, timelines, and generate status reports.
• Coordinate vendor qualifications and activate vendors in financial systems.
• Process purchase orders and reconcile against invoices.
• Prepare reports on costs, KPIs, and risks.
• Assist with project close-out and file documentation.

Skills

Project administration

Administrative organization

Data management

MS Office proficiency

Communication

Vendor coordination

Attention to detail

Education

Community college diploma

Job description

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia.

Further information is available at www.bgis.com

SUMMARY

TheProject Administratoris responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.

KEY DUTIES & RESPONSIBILITIES

Project Set Up

• Inputs project information into databases and completes project set up process

Project Tracking and Documentation

• Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
• Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
• Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
• Executes the purchase order process.
• Reconciles purchase orders to invoices to ensure accuracy.

Project Reporting

• Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
• Reviews and communicates risks to Project Managers.

Project Close Out Administration

• Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
• Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
• Reviews and reconciles actual project expenses against cost estimates.
• Other duties as assigned.

KNOWLEDGE AND SKILLS

• Community college diploma
• 1 to 3 years of project administration or administrative work experience
• Strong administrative and organizational skills
• Ability to provide project administration support
• Ability to maintain accurate data
• Strong attention to detail and data accuracy
• Ability to extract and compile data into reports
• Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
• Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications

Licenses and/or Professional Accreditation

• Demonstrates an interest in pursuing Project Management Institute Accreditation

This is a regular, full-time position with a salary range of $47,118 - $58,897 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success!