Project Administrator

Canstar-Restorations; Prince George; On-site; CAD 50,000 - 55,000; Full time

Benefits offered by this job

Extended health and dental benefits

Great company culture and career/adv.

Tuition reimbursement (50% - 100% ofTu

Job summary

Canstar Group is seeking a Project Administrator to support the project management team by preparing action plans, coordinating resources, timeframes and budgets for projects. You will handle scheduling, risk management and project documentation while communicating with clients and internal teams to deliver results on deadlines.

The role requires strong time management, excellent communication, and proficiency with PSA/Encircle/ XA systems.

Qualifications

• 3-5 years of experience in a fast-paced administrative role is essential.
• 3-5 years of experience in either construction, restoration, property management/strata or insurance preferred.
• The ability to accurately type 40 words per minute.
• Strong administrative and clerical skills.
• Ability to multitask and prioritize in an ever-changing environment.

Responsibilities

• Open jobs in PSA Web & Encircle.
• Review jobs opened by Call Center and fix/update missing or incorrect information.
• Coordinate with internal staff to have Work Authorization signed if the policyholder/client is not comfortable with this.
• Enter, coordinate, maintain, and communicate job schedules.
• Maintain property access and contact information in PSA.
• Issue and track all work orders.
• File management (PSA) – Save attachments and label in PSA.
• Follow up with NR loss list and disposal authorization.

Skills

Administrative skills

Communication

Time management

Tools

Microsoft Office

Job description

Salary Range: $50,000.00 To $55,000.00 Annually

Company Overview

URS is a Northern BC restoration company, and has recently become a member of the Canstar Group of Companies. With branches in Prince George, Smithers, Terrace, and Quesnel, URS focuses on helping people after experiencing a fire, flood, or other structural damage to their home or business.

We are a company that builds careers, with training initiatives like the Perfect File building skills that prepare you for the advancement opportunities that we are known for.

Lake days and BBQ’s are some of the fun events that we believe makes the family environment at URS. We are also active in the community, using our talents to do charity builds, and donating part of each project to the BCSPCA.

We take good care of our team too! We like to have fun and celebrate our success.

Position Overview

The Project Administrator responsibilities include working closely with our project management team to prepare comprehensive action plans, including resources, timeframes and budgets for projects. You will perform various coordinating tasks, like schedule and risk management, along with administrative duties, like maintaining project documentation and handling financial queries. To succeed in this role, you should have excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results on deadlines.

Duties and Responsibilities

• Open jobs in PSA Web & Encircle
• Review jobs opened by Call Center and fix/update missing or incorrect information
• Guide the policyholder/client to upload photos & sign Work Authorization in Encircle
  • Coordinate with internal staff to have Work Authorization signed if the policyholder/client is not comfortable with this
  • Upload Work Authorization to XA when required
• PSA date entry – Loss, Received, Contacted, Inspected, Actual Start, Target Completion, Actual Completion, COC uploaded, Last Day on Job (when applicable), Production closed, Approved, estimate uploaded (if traditional quote), enter scope date and sent 24-hour date report and HMI date
• Confirm XA & Symbility date entry – Contacted, planned inspection, inspected, Target start, Job started, Target complete, Completed
• Create estimated revenue work orders within 24 hours of site inspection
  • Update estimate revenue work orders when quote/estimate is approved
• Forward 24-Hour Reports to clients through PSA & upload to XA when required
• Upload Emergency Scope to Encircle
• Send traditional scopes to clients as required
• Confirm Deductible, Inspection/Estimation Fee, and Interim Invoice requirements and request invoice creation/submission
• Assigning gatekeeper for estimating once all info is collected
• Review “Received Jobs Report” or “Job Management Report” daily – Check for new jobs that are missing the estimated revenue and check for any job info. that needs to be updated in PSA
• Review jobs in PSA whenever you are in them to – Check for missing dates (“Not Started”, “Not Contacted”, “Not Inspected”, “Not Completed”).
• Issue RFQs to sub-trades
  • Track sub-trade quotes and follow-up to ensure timely submission – Notify PM when all sub-quotes received for quoting purposes
• Create/format & send traditional quotes and/or scopes to clients
• Collect/send information to estimating team to prepare/revise estimates
  • Follow up on questions from the estimating team, and ensure timely PM approval/upload
• Enter, coordinate, maintain, and communicate job schedules
• Maintain property access and contact information in PSA
• Issue and track all work orders
• File management (PSA) – Save in-coming attachments, ensure proper uploading and labelling in PSA
• Maintain ongoing communication with property owners, PM Team, in-house departments, sub-trades, adjusters, property managers, and owners/tenants to ensure efficient job progress and completion and document them in PSA
• Follow up with NR loss list and disposal authorization
• Facilitate with new subtrade set up
• Request Cost Transfers
• WIP report management
• Updates/uploads to XA or Symbility as required
• Review/Sign/Submit Site Supervisor timesheets
• Read & respond to emails as required
• General Release Forms
• Coordinate disposal of non-restorable content
• Complete File Close procedures (including all steps to close off D files, except for the invoice for D file against subtrades).
• Check for any required revisions to estimate and inform invoicing, if happening after work completion.
• Coordinate Completion Certificate final document sign off with Site Supervisors (upload to XA when required)
• Month-end Reports – Job Active Job Management & Open Work Orders (PSA)

Health and Safety

• Ensure that self and others adhere to Canstar’s health and safety practices and procedures
• Ensure good housekeeping is kept performing work safely and efficiently
• Understand safety policies and protocols
• Ensure that self and others on site are wearing all required PPE, when required

Who we are looking for:

A Project Administrator’s challenging and fast-paced environment require excellence to keep things running smoothly. They must be able to work well under pressure without sacrificing quality. A good Project Administrator should be detail-oriented, dependable, a problem solver and a good communicator. They have a great attitude and a willingness to do what it takes to get the job done. Other important attributes of a Project Administrator are:

• Strong computer skills including Microsoft Office suite (Outlook, Word, Excel) with the ability to accurately type 40 words per minute
• Exceptional customer service and interpersonal skills
• Ability to multi-task in a fast-paced environment and prioritize in an ever-changing environment
• Ability to resolve conflict, prioritize and remain calm in high-stress situations
• Ability touse strong coordination and computer skills to maintain ongoing communications with property owners, the project management team, in-house departments and sub-trades to ensure efficient job progress and completion
• Ability to receive new jobs via phone/email and enter it into the project management software while coordinating work authorization document signoffs as required.
• Ability to think critically and exercise good judgement

Qualifications and Experience

• 3-5 years of experience in a fast-paced administrative role is essential
• 3-5 years of experience working in either construction, restoration, property management/strata or insurance preferred
• The ability to accurately type 40 words per minute
• Strong administrative and clerical skills
• Ability to multitask and prioritize in an ever-changing environment

Working Conditions

• Monday – Friday, day-time hours 8:00 am to 4:30 pm. Occasional overtime is required

Perks of working for Canstar

• Extended health and dentalbenefitsfor you and your family
• Great companycultureandcareeradvancementopportunities
• Industry-related Tuition Reimbursement (50% - 100% of tuition costs!)