Project Admin (6 month contact)

We’re hiring! Join our NGM Finance team as a Project Administrator and help keep our projects organized, accurate, and moving forward.

This Project Administrator role is ideal for someone who thrives on organization, enjoys working across multiple teams, and knows that the details matter. You’ll support essential project and financial activities including project setup, purchasing, invoicing, budget maintenance, project reviews, and close-out.

As our Project Administrator, you’ll work closely with Finance, Operations, Accounting, Purchasing, and project delivery teams, taking ownership of administrative workflows and helping identify missing information, approval delays, exceptions, and financial risks before they become roadblocks.

The Project Administrator supports the NGM Finance team by maintaining accurate project and financial records, coordinating routine administrative workflows, and preparing documentation required for project setup, purchasing, invoicing, budget maintenance, project review, and close-out.

This role works closely with the NGM Finance Project Manager, Project Coordinators, Project Analyst, Operations, Accounting, Purchasing, and project delivery teams. The position owns assigned administrative tasks, follows established controls and service timelines, and promptly escalates missing information, exceptions, financial risks, or approval delays.                                                                                                     

Responsibilities:

• Maintain accurate project information, financial support records, trackers, and supporting documentation throughout the project lifecycle.
• Support project setup and job-creation activities by validating required intake information, coding, customer details, scope references, budgets, and approvals.
• Prepare and coordinate purchase requisitions, purchase orders, and related supporting documents in accordance with approved scope and budget.
• Support invoice verification by confirming purchase-order validity, completion evidence, project budget availability, coding, and required approvals before submission.
• Prepare customer invoicing support packages, track invoice status, and follow up on missing schedules of values, acceptance evidence, purchase orders, or other billing requirements.
• Update assigned project budgets, change-order records, cost reclassification support, and financial trackers using approved source documentation and direction from the Project Manager or Project Coordinator.
• Support recurring project reviews by assembling revenue, cost, margin, billed, unbilled, deferred, forecast, and action-item information from approved reports and systems.
• Monitor assigned outstanding items, aging balances, unbilled items, data gaps, and administrative exceptions; document follow-up actions, owners, and due dates.
• Perform completeness and accuracy checks on project records, invoice packages, purchase-order support, budget updates, and close-out documentation.
• Maintain organized project files in SharePoint, Teams, ShareFile, or other approved document-management systems, using required naming conventions, metadata, version control, and access controls.
• Record approvals, decisions, comments, evidence, and status updates so that project and financial records are complete and audit ready.
• Coordinate with Accounting, Purchasing, Operations, Project Managers, Project Coordinators, and other internal teams to resolve routine administrative and financial-processing issues.
• Prepare regular status reports, task lists, reconciliation support, and exception summaries for the NGM Finance team.
• Participate in project and finance meetings, capture assigned actions and provide factual status updates on administrative deliverables.
• Follow NGM Finance procedures, approval requirements, data-handling expectations, and internal controls; do not process unsupported changes or approvals.
• Identify missing documentation, unusual balances, duplicated records, coding concerns, or process delays and escalate them to the appropriate owner.
• Support month-end and period-close activities by completing assigned reconciliations, document follow-up, data validation, and filing within established deadlines.
• Assist with continuous improvement of NGM Finance templates, trackers, SharePoint libraries, Microsoft Lists, and administrative workflows.

Qualifications:

• One or more years of relevant experience in project administration, finance administration, purchasing, billing, document control, or a related role is preferred.
• Post-secondary education in business administration, accounting, finance, project administration, or an equivalent combination of education and experience is preferred.
• Strong written and verbal communication skills in English.
• Proficiency in Microsoft 365, particularly Excel, Outlook, Word, Teams, and SharePoint.
• Working Excel skills, including data entry, filtering, sorting, lookups, basic formulas, and pivot tables, are preferred.
• Experience maintaining structured records, trackers, document libraries, or workflow lists is preferred.
• Experience with purchase orders, invoice support, project budgets, reconciliations, or financial systems is considered an asset.
• Ability to learn proprietary project, financial, reporting, and document-management systems.
• Ability to interpret project identifiers, coding, approval evidence, invoices, purchase-order support, and routine financial reports.

Personal Qualities:

• Detail oriented - consistently produces accurate, complete, and traceable work.
• Organized - manages multiple files, deadlines, follow-ups, and priorities in a structured manner.
• Accountable - owns assigned tasks, follows through, and escalates barriers early.
• Analytical - identifies inconsistencies, missing information, and unusual project or financial data.
• Process disciplined - follows documented procedures, approval requirements, and internal controls.
• Collaborative - works effectively with Finance, Accounting, Purchasing, Operations, and project delivery teams.
• Communicative - provides clear written and verbal updates and asks focused questions when information is incomplete.
• Adaptable - works effectively in a fast-paced environment with changing priorities and period-close deadlines.
• Confidential - handles financial, employee, customer, and vendor information appropriately.
• Continuous-improvement minded - looks for practical ways to improve data quality, documentation, and administrative flow.
• Mentoring – ability to collaborate and assist others in learning the technical aspects of the role; and

Working Conditions:

• Hybrid work arrangement consisting of three remote workdays and two in-office workdays per week, in accordance with company and team requirements.
• 40 hours per week, generally Monday through Friday, 8:00 a.m. to 4:30 p.m.
• Extended focus may be required during month-end, period close, billing deadlines, or other peak processing periods.
• Limited local travel may be required for meetings, training, or document coordination.

This is a fixed-term contract position. While future opportunities may arise, continued employment beyond the contract term is not guaranteed.

AFL Integria, a division of AFL Global, delivers engineering, construction, and connectivity solutions across Canada and North America.

Join a collaborative team committed to safety, quality, innovation, and continuous learning while gaining valuable experience in the telecommunications industry.

• Hands-on training and professional development opportunities.

• A supportive, diverse, and collaborative team environment.

• Hybrid work arrangements.

• Opportunities to expand your skills and gain valuable industry experience.

If you're organized, detail-oriented, and eager to grow your skills in project and financial administration, we'd love to hear from you!

AFL Integria is an equal opportunity employer committed to diversity and inclusion. We welcome applicants from all backgrounds and provide reasonable accommodations throughout the recruitment process. For accommodation requests, please contact [email protected].