Project Administrator

Iconic-Electric-and-Controls-2; Town of Coronation; Hybrid; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Full benefits plan

RRSP matching

Job summary

Iconic Electric and Controls is seeking a Project Administrator to join our team in Coronation, Alberta and surrounding area. The role supports project managers and field crews from data collection to invoicing, helping shape this newly created position.

You will handle field data, cost reporting, invoicing, document control, and client communications while coordinating with VP of Operations and regional offices. A home-based setup and full-time schedule are involved.

Qualifications

• 2+ years administrative experience in a project/operations setting.
• Proficient with Microsoft Office (Word, Excel, Outlook).
• Strong organizational skills and attention to detail with numbers and data.
• Ability to manage multiple projects and deadlines while maintaining accuracy.

Responsibilities

• Collect and review daily field data (timesheets, field tickets, equipment hours) and enter into costing and billing systems.
• Prepare invoices, daily cost reports and monthly project costing / WIP reports.
• Process purchase orders, vendor/subcontractor invoices and third-party charges.
• Maintain project documentation (drawings, permits, change orders) and keep files organized.
• Track crew and equipment using spreadsheets and project tools.
• Support project managers with schedules, reports, client correspondence, and project setup/closeout.
• Act as the main liaison between field crews, project managers, VP of Operations and Calgary/Edmonton offices.

Skills

Administrative experience

Microsoft Office

Excel

Attention to detail

Time management

Communication skills

Education

Office administration diploma

Tools

Outlook

Project documentation software

Job description

Iconic Electric and Controls is currently searching for a full-time Project Administrator to join our team. This position located in Coronation, Alberta/surrounding area, reporting to the VP of Operations.

The Project Administrator will support our project managers and field crews by keeping projects organized, accurate and on track, from field data and job costing through to invoicing and project documentation. This is a new role at Iconic, and the successful candidate will have the opportunity to help shape it.

Responsibilities & Duties:

• Collect and review daily field data, including timesheets, field tickets and equipment hours, and enter it into costing and billing systems by deadline.
• Prepare invoices, daily cost reports and monthly project costing and WIP (work-in-progress) reports.
• Process purchase orders, vendor and subcontractor invoices, and third-party charges.
• Maintain project documentation such as drawings, permits, and change orders, and keep files organized and current.
• Track crew and equipment using spreadsheets and project tools.
• Support project managers with schedules, reports, client correspondence, and project setup and closeout.
• Act as a key point of contact between field crews, project managers, the VP of Operations and the Calgary and Edmonton offices.

Qualifications:

• 2+ years of administrative experience, ideally in a project or operations setting
• Working knowledge of Microsoft Office (Word, Excel and Outlook)
• strong Excel skills an asset
• Strong attention to detail and accuracy with numbers and data
• Excellent organization and time management skills, with the ability to manage multiple projects and deadlines
• Clear, professional written and verbal communication skills
• Self-motivated and comfortable working independently from a home office
• Reliable high-speed internet and a quiet, dedicated workspace
• Ability to handle confidential information with discretion
• Administrative experience with an electrical or electrical and instrumentation (E&I) company an asset, but not required
• Experience in construction or oil and gas an asset
• Certificate or diploma in office administration, business, accounting or a related field an asset
• Basic knowledge of payroll, accounts payable or accounts receivable an asset
• Experience with job costing, field ticketing or document control an asset
• Familiarity with Bluebeam, Adobe Acrobat or construction/project management software an asset
  

Iconic Electric and Controls offers a comprehensive and competitive salary, a full benefits plan and a matching RRSP program.

• Competitive salary, based on skills and experience
• Work Schedule: Full-time, remote and home-based