Project Management Administrator

ARS Responds Canada; Toronto; On-site; CAD 52,000 - 72,000; Full time

Benefits offered by this job

Extended health plan

RRSP program

Employee Assistance Program

Professional development opportunities

Job summary

ARS Responds Canada is seeking a Project Management Administrator to handle administrative functions across projects and programs. You will work closely with Project Managers and Coordinators to ensure deadlines and compliance are met.

The role involves organizing files, processing invoicing, coordinating production needs, and maintaining strong communication with clients and subcontractors. AODA accommodations are available during recruitment.

Qualifications

• 3–5 years of insurance office administration experience, preferably in restoration.
• Excellent verbal and written communication skills.
• Proficiency with MS Office, MS Project, DASH, Xactimate and XactAnalysis is an asset.
• Detail-oriented with strong organizational and data entry skills.

Responsibilities

• Prepare and organize project files, ensuring documentation is complete before start and upon completion.
• Handle invoicing and billing in alignment with client protocols.
• Coordinate production requirements including workforce, materials, and tools as needed.
• Maintain relationships with customers, subcontractors, and internal teams.
• Schedule meetings and manage calendars for executives and clients.

Skills

Verbal and written communication

Tools

Microsoft Office Suite

Microsoft Project

DASH

Xactimate

XactAnalysis

Job description

ARS Responds Canada is a leading expert in disaster mitigation and property restoration, with over 60 years of experience serving clients across the country. We are committed to delivering exceptional outcomes for insurers, agents, brokers, and most importantly, the policyholder.

Our team restores properties affected by water, fire, storm, and other disaster-related events, ensuring owners receive fast, reliable, and professional service.

As we continue to grow and evolve, we are looking for talented individuals who want to be part of a dynamic and expanding organization. We offer a competitive compensation package that includes an extended health plan covering medical, dental, and vision, an RRSP program, access to an Employee Assistance Program, professional development opportunities, and clear pathways for internal growth and advancement.

If you are ready to take on a dynamic role as Project Management Administrator in a company that values expertise, leadership, and client satisfaction, we want to hear from you!

Position Overview

The Project Management Administrator is responsible for handling the administrative functions of all projects and programs. In this role, you will oversee the daily functions of projects to ensure deadlines and compliance requirements are met. You will be a key member of our project management department, working closely with Project Managers and Project Coordinators.

Key Responsibilities:

• Prepare and organize files, ensuring Project Managers, Project Coordinators, and team members have all required documentation prior to job commencement, and that files are complete and accurate upon job completion
• Prepare and organize all job files as directed by the Project Manager, including scopes of work (contracts and extras), production sheets, and complete billing information
• Process accurate invoicing upon file completion in alignment with client protocols
• Assist in coordinating all production requirements, including workforce, materials, supplies, equipment, and tools for the Project Manager, when required
• Maintain cooperative working relationships with all company employees, existing and prospective customers, subcontractors, owners, suppliers, etc.
• Ensure work authorizations, completion certificates, and all other required documents are obtained from the Project Manager and uploaded into applicable programs
• Liaise between Project Managers, Project Coordinators, and clients
• Accurately invoice each file once quality control has been completed under the direction of the Project Manager
• Coordinate and schedule subtrades
• Create work orders, purchase orders, change orders, reports, and related documentation
• Enter notes into the company filing system
• Assist with accounts receivable and accounts payable functions
• Manage calendars and scheduling requirements
• Communicate with executive, administrative, and team personnel to gather or convey relevant information
• Schedule meetings, which may involve corporate executives and/or major customer personnel, including arranging and preparing materials, reports, and other pertinent documentation. May be required to attend meetings to record minutes or maintain records
• Assist management with other duties as assigned

Required Knowledge and Experience:

• 3-5 years of insurance office administration experience, with preference given to candidates with insurance restoration experience
• Excellent verbal and written communication skills
• Intermediate proficiency with software applications including Microsoft Office Suite, Microsoft Project, DASH, Xactimate* and XactAnalysis* (*considered an asset)
• Detail-oriented with strong organizational skills
• Strong administrative, record-keeping, and data entry skills

AODA Statement

ARS Responds Canada encourages applications from all qualified individuals. Applicants with disabilities may notify us of any accommodations needed to support your participation in the recruitment process.

We wish to thank all applicants for their interest and effort in applying. Please be aware that only candidates selected for interviews will be contacted for this position.