Project Administrator - Security Solutions (Capital Projects)

Convergint; Dartmouth; On-site; CAD 50,000 - 70,000; Full time

Benefits offered by this job

Immediate comprehensive benefit plan (medical, dental, etc.)

Company holidays and paid time off

Employer contribution to RRSP

Tuition reimbursement

Competitive salary and compensation plan

Job summary

Convergint is seeking a Project Administrator to join the Capital Projects team in Halifax. The role involves providing project support through management of documentation and facilitating project communications with clients and contractors.

You will assist in various phases of project coordination, manage project data, and ensure adherence to best practices within the team. Strong organizational skills and a commitment to customer service are essential for this position.

Qualifications

• Minimum of three years of direct project/contract administration experience.
• Experience in industrial related projects.
• Strong ability to work independently and as part of a team.

Responsibilities

• Assist in project delivery and administration files throughout the project life cycle.
• Maintain and distribute project details such as contract details.
• Collaborate with Project Leads to create work plans and schedules.
• Support office operations and handle shipping and receiving.
• Prepare and coordinate client invoices and project cost reports.

Skills

Project administration

Communication skills

Attention to detail

Customer service

Advanced computer skills (Word, Excel, MS Project)

Organizational skills

Analytical skills

Team collaboration

Education

Diploma or degree in Business Administration

Project Management certification

Tools

MS Project

Excel

Job description

Convergint is looking for a team-oriented, results-driven Project Administrator to join our Capital Projects team in Halifax. As the Project Administrator, you will provide project support through ownership and management of project and contract documentation and facilitation of project team communications. The role involves supporting clients, contractors and Convergint staff in pre‑bid sales, project management, execution and close‑out processes.

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 a culture that embraces inclusion and encourages everyone to be their best.

Who We Are

With 20 years of proven growth and exceptional performance, our mission is to be our customer’s best service provider. We value diversity and are a global, service‑based systems integrator dedicated to protecting the lives and assets of our customers and communities.

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 a central information source by maintaining and distributing project details such as contract details and organization charts.
• Work closely with Project Leads and Project Manager to create work plans, project schedules, and WIP and PMR updates in MS Project and Excel.
• Collaborate with Senior Operations Assistant and Business Development teams to develop and maintain account policy and procedures, ensuring all team members follow defined processes.
• Follow up with project team members on open issue logs and unresolved tasks including pre‑bid action items.
• Attend pre‑bid meetings to document action items for follow‑through, and assist Project Manager in following up on Business Development action items.
• Administer project setup and collaborate on MS Project with the Project Manager.
• Assist in distributing project cost reports, coordinating validation and potential correction of incurred costs.
• Research, compile, process and coordinate project data such as data entry, report generation, metrics collection.
• Coordinate with other business areas (OCT, Service, Safety, Installation) regarding business activity.
• Organize, administer, and maintain project portal, electronic, and hard copy filing systems per Convergint’s record retention policies.
• Work with the Project Manager and Accounts Receivable to prepare, coordinate, analyze, and track client invoices and variances.
• Use the Spectrum system to download project costs and commitments and track/report direct costs such as direct labour, other direct costs, material and subcontracts.
• Prepare Purchase Requisitions that will be converted into POs and action through to Purchasing.
• Assist in preparing bi‑weekly status reports and consolidating project‑related risk.
• Present a professional image of Convergint Technologies at all times, promoting the services offered.
• Act as our customer’s best service provider, ensuring Convergint Technologies is their first choice for service.
• Handle shipping and receiving of project materials and work orders.
• Prioritize and schedule service calls and work orders.
• Schedule technicians.
• Support general office operations.

What You’ll Need

• Strong ability to work independently and as part of a team.
• Excellent verbal, written and interpersonal communication skills, with the ability to engage a wide cross‑section of people.
• Strong attention to detail.
• Excellent customer service skills and awareness for customer care and satisfaction.
• Advanced computer skills – Word, Excel, PowerPoint, Visio, MS Project.
• Excellent organizational skills and the ability to handle multiple project tasks simultaneously within tight deadlines.
• Shows initiative – proactive behavior and looking for opportunities.
• Strong analytical skills necessary to resolve problems and find solutions.
• Strong financial 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 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

• Company holidays and paid time off.
• Immediate comprehensive benefit plan (medical, dental, etc.).
• Employer contribution to RRSP.
• Work environment committed to safety.
• Colleague assistance program.
• Tuition reimbursement.
• Competitive salary and compensation plan.
• Corporate Social Responsibility Day.

Convergint is committed to a culture of inclusion and diversity and is an Equal Opportunity Employer.