Project Administrator (Future Opportunity)

BGIS; Ottawa; On-site; CAD 47,118 - 58,897; Full time

Job summary

BGIS is seeking a Project Administrator in Ottawa to handle project administration tasks, from setup to closeout, including documentation, reporting, and financial reconciliation.

You will input project data, track progress, and prepare reports while coordinating with vendors and stakeholders to ensure timely delivery and accurate invoicing.

Qualifications

• 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.
• Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications

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, etc.
• Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
• 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.
• Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
• Reviews and communicates risks to Project Managers.
• 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.

Skills

Administrative skills

Organizational skills

MS Office proficiency

Data extraction and reporting

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 $47,118 - $58,897 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.