Project Administrator - Capital Projects

Convergint Technologies LLC; Halifax; Hybrid; CAD 42,000 - 64,000; Full time

Job summary

Convergint Technologies LLC in Halifax is seeking a detail-oriented Project Coordinator to support the Capital Projects team. You will manage project documentation, assist with schedules, invoicing and cost tracking while coordinating with Project Leads, PMs and other teams.

The role emphasizes strong communication, organization and a customer-service mindset to ensure projects run smoothly from pre-bid to close-out in a collaborative environment.

Qualifications

• Diploma or degree in Business Administration or related field.
• Project Management certification preferred.
• Engineering, construction or related experience in project administration.

Responsibilities

• Provide project support across lifecycle documents, contracts, invoices and reports.
• Maintain project details and org charts as central information source.
• Develop work plans, schedules and PM updates using MS Project and Excel.
• Coordinate with operations and Business Development to follow defined processes.
• Follow up on open issue logs and pre-bid action items.
• Assist PM in project setup, cost tracking and Spectrum costs.
• Prepare project cost reports and validate costs with responsible parties.
• Organize and maintain filing systems per retention policies.
• Assist scheduling of service calls and technicians.

Skills

Independent work

Teamwork

Communication

Attention to detail

Customer service

Organization

Initiative

Analytical skills

Financial analysis

Collaboration

Education

Business Administration degree

Project Management certification

Engineering background

Related experience

Tools

MS Project

Excel

Spectrum system

Job description

Convergint is looking for a team-oriented, results-driven, Project Coordinator to join our amazing Capital Projects team in our Halifax location. As the Project Coordinator, you will be responsible for providing project support through ownership and management of project and contract documentation and facilitation of project team communications. The project administrator provides support, advice, resources and guidance to clients, contractors and Convergint staff in matters pertaining to pre-bid sales, project management, project execution and project close-out processes and procedures.

Who You Are

You have a passion for providing world-class service to customers, colleagues and communities. You are a person of integrity with a commitment to growth, accountability and delivering results. You want to join an organization with a positive culture that embraces inclusion and allows everyone to be the best version of themselves at work and home.

Who We Are

With 20-years of proven growth and exceptional performance, our mission is to be our customer’s best service provider. We realize the importance of diversity in achieving that goal. Our company was built upon a solid foundation of 10 Values and Beliefs which drive our unmatched culture, making us the #1 global, serviced-based systems integrator in the industry. We take great pride in protecting the lives and assets of our customers and their communities with the solutions we provide.

What you’ll do with “Our Training and Your Experience”

• Assist with project delivery and construction phase administration files and documents throughout the project life cycle including: fee letters, design contracts, project correspondence, bid/ scope packages, specifications, schedules, construction contracts, shop drawings, RFI, site instructions, change orders, building permits, invoices, projected revenue reports, staffing reports, document retention etc.
• Act as central information source by maintaining and distributing project details e.g. contract details/organization charts.
• Work closely with the Project Leads and Project Manager to create work plan, project schedule, and WIP and PMR updates in MS projects and Excel.
• Work with the Senior Operations Assistant and Business Development Executive teams to develop and maintain the account policy and procedures. Ensure all team members follow defined processes.
• Follow up with project team members on open issue logs and unresolved project tasks including Pre-Bid action items.
• Attend all Pre-Bid meetings to document action items for follow through. Assist Project Manager in following up on Business Development action items.
• Administer project setup and collaborate MS Project with the Project Manager.
• Assist in the distribution of project cost reports to responsible parties and help coordinate the validation and potential correction of costs incurred.
• Research, compile, process and coordinate project data e.g. data entry, report generation, metrics collection.
• Coordinate with other business areas such as OCT, Service, Safety and Installation teams relating to business activity.
• Organize, administer, and maintain project portal, electronic, and hard copy filing systems in accordance with Convergint’s record retention policies and procedures.
• Work with the Project Manager and Accounts Receivable team for the preparation, coordination, analysis and tracking of client invoices and variances.
• Using the Spectrum system and download project costs and commitments. Track/report direct costs (direct labour, other direct costs, material and subcontracts) recorded in the Spectrum.
• Prepare Purchase Requisitions that will be converted into PO's and action through to Purchasing.
• Assist in the preparation of bi-weekly status reports and consolidating project related risk.
• Presents a professional image of Convergint Technologies at all times in appearance and behaviour and seeks opportunities to promote the services offered by the company.
• Acts as “our customer’s best service provider” at all times thereby ensuring Convergint Technologies is the customer’s first choice for service.
• Shipping and receiving of materials for projects and work orders
• Assisting with Prioritizing and Scheduling of service calls and work orders
• Assist with Scheduling of Technicians
• Support general office operations

What You’ll Need

• Strongability to work independently and as a team member.
• Excellentverbal, written and interpersonal communication skills and ability to deal with a wide cross section of people both internal and external to the business
• Strongattention to detail.
• Excellentcustomer service skills and awareness for customer care/satisfaction.
• Excellentorganizational skills and the ability to handle multiple projects tasks simultaneously within tight deadlines.
• Shows initiative – engages in proactive behavior and looks for opportunities
• Stronganalytical skills necessary to resolve problems and look for solutions
• Strongfinancial analytical skills including cost control
• Strong ability to facilitate a collaborative working environment for customers and team members

Requirements

• Diploma and/or degree in Business Administration, Project Management certification or related experience required.
• Engineering, construction or industry related experience in a contract and/or project management administrative support capacity.
• Minimum of three years of direct project/contract administration experience.
• Experience working in a multi-discipline project team.
• Experience in Industrial related projects.

Company Benefits and Perks

Convergint fosters a supportive, accessible, and inclusive environment in which individuals of different backgrounds and identities are able to realize their maximum potential within the company. We offer a variety of programs and exceptional benefits to all of our colleagues:

• Company Holidays and Paid Time Off
• Employer contribution to RRSP
• Work environment committed to safety
• Colleague Assistance Program
• Competitive salary and compensation plan
• Corporate Social Responsibility Day
• And much more…

Convergint is committed to a culture of Inclusion and Diversity and is an Equal Opportunity Employer.

Visit our Convergint careers site to learn more about the company and the exciting opportunities available.