Project Administrator (12 Month Contract)

BGIS; Vancouver; On-site; CAD 54,000 - 68,000; Full time

Job summary

BGIS is seeking a Project Administrator in Vancouver to handle project setup, documentation, and financial administration. The role supports timely project delivery through tracking, reporting and close-out processes.

The candidate will maintain project documents, coordinate vendor qualifications, manage POs, and generate cost and progress reports while ensuring accuracy and data integrity.

Qualifications

• Community college diploma or equivalent.
• 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 data exchange, clarification and follow up.
• Proficiency in MS Office applications including MS Project, MS Excel, MS Outlook.

Responsibilities

• Inputs project information into databases and completes project set up process.
• Maintains project documentation such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs.
• Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
• Works with stakeholders to collect vendor qualification documents and activate vendors in financial systems.
• Executes the purchase order process and reconciles invoices.
• Prepares reports to monitor project progress, costs and KPIs.
• Executes project close out requirements and ensures receipt and sign-off of documents.

Skills

Administrative skills

Organizational skills

Data extraction & reporting

Attention to detail

MS Project

MS Excel

MS Outlook

Effective communication

Education

Community college diploma

Tools

MS Project

MS Excel

MS Outlook

Job description

JOB DESCRIPTION

The Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.

Summary

The Project Administrator is 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.

Project Financial Administration

• 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

• Executes project close out requirements.
• 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 $54,185 - $67,732 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.