Project Control Specialist

BluEarth Renewables Career; Calgary; On-site; CAD 70,000 - 90,000; Full time

Job summary

A renewable energy company in Calgary is seeking an Administrative Professional with over 8 years of experience. The successful candidate will provide project support, liaise with accounting and vendors, and assist in managing procurement contracts. The ideal candidate possesses exceptional communication skills, outstanding organizational abilities, and a proactive, results-driven approach. A valid driver's license and the ability to travel are required.

Qualifications

• 8+ years as an administrative professional, 5 years with systems support.
• Experience with development and construction projects.
• Experience in a fast-paced environment.

Responsibilities

• Prepare and track purchase orders and change orders.
• Liaise with Accounting on project accounting matters.
• Assist in the management of awarded procurement contracts.
• Oversee project files and assist in project execution planning.

Skills

Exceptional communication skills

Strong critical thinking

Outstanding organizational skills

Attention to detail

Ability to multitask

Strong interpersonal skills

Customer service skills

Proactivity

Results-driven

Charisma and humor

Education

Post-secondary education in Business Administration

Job description

Projects will vary in technology (wind, water, solar and/or BESS), size, scope, schedule, geography, and development partners, requiring diverse and flexible solutions-oriented approaches.

Key functions include:

• Preparation and tracking of purchase orders and change orders;
• Coding of project related invoices and bills of materials and goods;
• Liaise with Accounting on project accounting matters;
• Liaise with Operations, Accounting, and other administrators as required, on administration and purchasing matters;
• Liaise with Contracts & Land and Legal to ensure project obligations are documented and actioned where appropriate. Carry out administrative duties and other activities within stakeholder tracking processes, and generally support the management and tracking of obligations and commitments contained within agreements, contracts, and other material documents;
• Maintain a project cost model to provide a projected cost to complete for the project with incurred and committed costs;
• In conjunction with the Accounting, review project costs and contingency utilization (including comparing to budget, percentage complete, and cost to complete) to ensure they are accurate and updated on a timely basis; ensuring the Project Manager and EVP receive information in a timely manner in order to make decisions;
• Proactive preparation of quarterly accruals documentation (liaising with contractors/vendors to request WIP statements/progress for all open PO/CO) and assist Accounting with quarterly and year end accruals processes;
• Act as first point of contact for vendor inquiries to ensure timely and effective communication, manage these inquiries, and update vendor lists monthly for Engineering & Construction team members;
• Assist with the preparation of all project related documents including RFPs, contracts, design and construction management documents, and support project tendering and implementation processes;
• Assist in the management of awarded procurement contracts, including coordinating delivery between vendor and on-site construction representatives;
• Assist Engineering & Construction team in preparing monthly status reports to the Board (e.g., Construction Report and HS&E Report), quarterly progress reports, and general support and administration of Board presentations;
• Support project related elements during project debt financings lead by Finance;
• Oversee the active filing and maintenance of project files and assist the Project Manager with development and execution of the Project Execution Plans, identification of key performance indicators, risk matrix updates, meeting minutes, status reports, and project close out activities;
• Conduct systems implementation, including data transfer, quality control, process and procedure writing, and training;
• ShareFile administration (manage employee & client users);
• Proactive identification of barriers to project controls, development and implementation of strategies to overcome such barriers, while working closely with all functional team members;
• Contribute towards continuous improvement of BluEarth's controls and project best practice processes as well as identifying new opportunities to improve execution and operational efficiencies;
• Uphold all of BluEarth's foundational and organizational values and consistently enhance the image and reputation of the Company;
• Adhere to BluEarth's Health, Safety and Environment program, as well as all company policies & guidelines;
• Such other tasks and duties as BluEarth may reasonably require in connection with the pursuit of its goals.

Education

• Post-secondary education in Business Administration considered an asset.

Experience

• 8+ years as an administrative professional, 5 years of which must include systems based administrative project support;
• Experience working with development & construction projects;
• Experience in a fast-paced entrepreneurial environment.

Personal Characteristics & Skills

• Exceptional communication and strong critical thinking skills, with the ability to proactively identify and solve problems;
• Outstanding organizational skills, accuracy and attention to detail;
• Ability to effectively prioritize work flow and multitask;
• Excellent people and interpersonal skills, ability to professionally and effectively communicate with various types of individuals;
• Proven ability to work within a team and the ability to manage concurrent projects for multiple people with varying deadlines;
• Proven skills dealing with outside vendors and providing exceptional customer service;
• Ability to exercise good judgement, show initiative, and be proactive;
• Highly motivated, action oriented, and results driven with a 'can do' attitude;
• Reliable, dependable, and trustworthy;
• Diplomacy, confidentiality, and a sense of discretion;
• Polite, professional, and respectful;
• Someone who is charismatic, fun, and has a sense of humour;
• Passion and enthusiasm for both the position and BluEarth.

Job Requirements

• Valid driver's licence;
• Ability to travel within Canada and the United States; and
• Ability to work outside regular business hours as required by a project's lifecycle and operational requirements.