Project and Office Administrator

Milestone is looking for creative people who enjoy a challenge. We provide contracting excellence to our clients, daring them to let us collaborate on their toughest and most sensitive projects across Canada. Specializing in soil and ground remediation, water treatment, heavy civil construction, building decommissioning, land reclamation and rehabilitating sensitive habitats; our people thrive in a fast paced and everchanging environment. Everyone on our team believes in finding creative solutions for our clients while making a positive impact to our environment and community. This can be a tough job and isn’t for everyone. Milestone is up to the challenge, are you?

Milestone’s success comes from putting our team first. We are employee-owned and commit to keeping our people safe, offering competitive wages and benefits, and providing opportunity for professional growth and development. Putting our people first is a promise we have been able to deliver on for the last 10 years and we continue growing stronger. If you think you are a fit, then we want you to grow with us.

Learn more about us and what we do on our website! MilestoneEnv.ca

At Milestone, we collaborate relentlessly; we strive to inspire a diverse team of talent; we care, we are equitable, we are inclusive. We want every team member to feel and know they belong here. We are inspired by our people - the best in the business. Our work with Indigenous partners and communities has been a tremendous source of pride and learning for Milestone. We are committed to Indigenous Peoples as partners and employees. We have much to learn from all our partners and employees. We look forward to continuing to attract and retain the best people to tackle the most complex challenges of a cleaner world. Only through acknowledging and encouraging everyone’s potential and contributions will we succeed.

Position Summary:

Milestone Environmental Contracting Inc. is seeking a Project Administrator (PA) that also assists with Office Administration for the Ontario Region. The PA assists the project delivery team through all stages of the project lifecycle, from estimating to project closeout. Focus is on facilitating the information flow from the onsite Milestone project team, including subcontractors and suppliers, to the Project Manager (PM), and to the client. The PA is responsible for gathering project information and compiling it to meet the needs of the client and Milestone. The PA supports the PM with administrative tasks associated with the project and supports the finance department with entering project finance data into Sage Intacct. PMs rely heavily on the PA for administrative support and the timely delivery of project information throughout the project lifecycle. Like all employees here, you will be responsible for representing Milestone in a professional way that reflects our core values of Ingenuity, Entrepreneurial Spirit, Caring, Accountability and Collaboration. You will add value to the company through your attention to detail, initiative to investigate & looking for ways to improve day to day workflow, and your team-player communication style.

Responsibilities:

Project Administration

1. Receive, review, and process field data including daily field packages with supporting backup and vendor invoices.
2. Verify accurate data capture and processing for all project costs including labour, equipment, subcontractor, and materials.
3. Responsible for the AR/AP for the project with support from the PM and finance team.
4. Assist with Pre-qualifications / Tenders / Proposals documentation.
5. Develop submission structure / organize proposal content.
6. Upload awarded estimates to Sage Intacct for review by Project Manager.
7. Work closely with PM on Change Management processes for RFI / CCN submissions and follow up.
8. Work with PM for Subcontract / Purchase Order / Change Order creation and entry to Sage Intacct.
9. Ensure flow down of Terms & Conditions from Prime Contract through to Subcontracts.
10. Co-ordinate with PM and/or Site Supervisor for issuing of Subcontracts and POs.
11. Ensure all associated Quotes and documents are uploaded to Sage Intacct.
12. Enter Subcontract in HeavyJob for approval PM prior to release.
13. Confirm contract cost coding lines up with the estimate.
14. Follow internal approval / sign off process.
15. Complete credit applications.
16. Upload signed contracts into Sage Intacct.
17. Verify & collect end of project documentation & project close-out requirements.
18. Compile / complete project binders for Site Superintendents.
19. Meet submission deadlines by establishing priorities and target dates for information gathering writing, review, and approval.
20. Arrange for Bonding and / or Certificates of Insurance.
21. Set up project and client billing template in Sage Intacct.
22. Support the project delivery team in meeting the project deliverables as required.
23. Support subcontractor vetting and prequalification process.
24. Reads, understands, and follows MECI’s Corporate Health and Safety Program, Policy, and Procedures.

Office Administration

1. Manage Ontario offices phone lines and redirect as required.
2. Order and maintain office supplies and office equipment for all Ontario offices.
3. Coordinate office maintenance with landlord, including cleaners.
4. Coordinate activities for guest visits & meetings (set up boardroom, order lunch, clean up, etc.).
5. Order and maintain office FOBs for Ontario offices.
6. Manage mail and couriers.
7. Assist other departments including, Human Resources, Health & Safety & Accounting as needed.
8. Reconcile monthly Visa statement for the region.

Health and Safety:

1. Reads, understands and follows MECI's Corporate Health and Safety Program, Policy and Procedures.
2. Ensures health and safety is considered in the performance of all activities both on and off the job. Participation in Health and Safety initiatives will be monitored and reviewed as necessary.

Experience Required:

1. 3 – 5 years of experience is a must.
2. Experience with Heavy Bid, Heavy Job, Bid2Win or Procore an asset.
3. Experience handling office duties.
4. Civil and/or Environmental Construction Field experience is an asset.

Knowledge, Skills, and Abilities:

1. Construction industry exposure and experience is required.
2. Strong computer skills (experience in Excel, MS Office, Sage Intacct, Heavy Bid/Job, B2W is an asset).
3. Excellent planning and organization skills.
4. Able to understand and prioritize multiple requests.
5. Able to focus on details with a keen eye for accurate numerical data capture.
6. Must be willing to take initiative to find answers and understand project needs.
7. Able to work collaboratively with team members.
8. Bilingual is a strong asset.

Work Environment:

1. Work is primarily in an office environment.