Project Administrator

Arctic Arrow Group; Surrey; On-site; CAD 48,000 - 54,000; Full time

Benefits offered by this job

Canada Life

myHSA

RRSP matching

Job summary

Arctic Arrow Group in Surrey, BC is seeking a Project Administrator to support BC regional projects under the Director of Finance & Administration and the PCA. You will collaborate with the Payroll and AR teams at head office in Abbotsford to ensure accurate project administration and reporting.

Key duties include maintaining project trackers, processing timesheets and payroll data, setting up new projects in Spectrum, issuing purchase orders, coordinating travel, and preparing daily through

Qualifications

• A minimum of 3 years’ experience in a project administration or construction-related role.
• Finance for Accounting experience is considered an asset.
• Strong organizational and planning skills with a high level of attention to detail.
• Excellent written and verbal communication skills; ability to build trusting relationships with field staff, office teams, clients, and suppliers.
• Experience with field reporting, project administration, and hourly payroll timecard submission.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, MS Project, Outlook, and SharePoint.
• Completion of Grade 12 Education; post-secondary courses in a related field from a recognized institution are preferred.
• Previous experience in the power transmission and/or distribution industry is a strong asset.

Responsibilities

• Provide day-to-day administrative support to the Project Controller, Project Managers, General Foremen, and other members of the project team.
• Update project trackers as required.
• Print forms and project binders for field crews.
• Provide backup support for timesheet processing, including collecting and reviewing daily field timesheets, updating tracking spreadsheets, and submitting payroll information to the Payroll Department.
• Create and maintain organized project files including work orders, quality control documents, purchase orders, as-built drawings, and third-party costs.
• Set up and manage new projects in Spectrum; track project progress and prepare Daily, Weekly, and Monthly reports as required.
• Issue Purchase Orders to subcontractors (field locates, excavation, hydrovac, flaggers, etc.).
• Coordinate and book travel arrangements for project-related activities; prepare and submit daily crew location sheets and update the Resource Schedule.
• Liaise with clients, subcontractors, and internal stakeholders to resolve discrepancies, respond to technical queries, and attend progress meetings as required.
• Support project invoicing, closeout activities, change order documentation, and reconciliation of change management records.
• Forward employee reimbursements, receipts, and vacation requests to the Payroll Department, ensuring appropriate approvals are in place.
• Perform other administrative support tasks as required.

Skills

Project administration

Strong communication

Microsoft Office

Scheduling & reporting

Payroll support

Education

Grade 12 completion

Post-secondary courses in related field

Tools

Spectrum ERP

Excel

MS Project

SharePoint

Outlook

Job description

POSITION OVERVIEW

Reporting to the Director, Finance & Administration and Project Controller (PCA), and working with the Payroll and Accounts Receivable Departments at Head Office (Abbotsford), the Project Administrator (PA) is responsible for providing a wide range of project administrative support functions for the BC regional area. The PA works closely with the PCA, Project Manager (PM) and General Foremen (GF) who provide general direction and request operational support to ensure the successful execution of our projects.

KEY RESPONSIBILITIES

• Provide day-to-day administrative support to the Project Controller, Project Managers, General Foremen, and other members of the project team.
• Update project trackers as required.
• Print forms and project binders for field crews.
• Provide backup support for timesheet processing as needed, including collecting and reviewing daily field timesheets, updating tracking spreadsheets, and submitting payroll information to the Payroll Department.
• Create and maintain organized project files including work orders, quality control documents, purchase orders, as-built drawings, and third-party costs.
• Set up and manage new projects in Spectrum (in-house ERP system); track project progress and prepare Daily, Weekly, and Monthly reports as required.
• Issue Purchase Orders to subcontractors (field locates, excavation, hydrovac, flaggers, etc.).
• Ensure traffic permits are in place prior to project commencement.
• Coordinate and book travel arrangements for project-related activities; prepare and submit daily crew location sheets and update the Resource Schedule.
• Liaise with clients, subcontractors, and internal stakeholders to resolve discrepancies, respond to technical queries, and attend progress meetings as required.
• Support project invoicing, closeout activities, change order documentation, and reconciliation of change management records.
• Forward employee reimbursements, receipts, and vacation requests to the Payroll Department, ensuring appropriate approvals are in place.
• Perform other administrative support tasks as required.

QUALIFICATIONS AND EXPERIENCE

• A minimum of 3 years’ experience in a project administration or construction-related role.
• Finance for Accounting experience is considered an asset.
• Strong organizational and planning skills with a high level of attention to detail.
• Excellent written and verbal communication skills; ability to build trusting relationships with field staff, office teams, clients, and suppliers.
• Experience with field reporting, project administration, and hourly payroll timecard submission.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, MS Project, Outlook, and SharePoint.
• Completion of Grade 12 Education; post-secondary courses in a related field from a recognized institution are preferred.
• Previous experience in the power transmission and/or distribution industry is a strong asset.

Arctic Arrow offers a competitive compensation and benefits package.

Compensation Range: $23-26/hour.

Benefits: Canada Life and myHSA.

RRSP matching contributions, after 1 year of employment.