Project Administrator-Temp

Position Title: Project Administrator-Temp
Position Type: Temporary - Full-Time
Position Location: Coaldale
Grade: Grade 02
Requisition ID: 31042
Business background
McCain Foods recently announced its Largest One-Time Investment in 65 Years Company History in Lethbridge, Alberta.
McCain Foods is investing $600 million CAD in a substantial expansion that would more than double the size of its facility and workforce in Lethbridge, Alberta. The expansion will create two new state-of-the-art production lines, one for French fries line and one for potato specialty products.
Position Summary:
As a key member of the Engineering Project Team in Coaldale, this position is responsible to:

• Process all invoices for the Coaldale expansion Capital Budget - Processing in a timely manner in order to meet PM cash flow projections
• Enter all Capital Engineering orders into SAP and Coupa for approximately 10 Project Managers, Project Engineers, in Coaldale
• Calculate and deduct withholding taxes from US and International invoices - to be submitted to Canada Revenue.
• Maintain project documents
• Manage office services for the construction trailer

Responsibilities and Accountabilities:
Processing of Invoices

• Receive invoice and route for proper approval
• Compare approved invoices against contracts and purchase orders to verify invoice matches terms and funds available
• Where and when applicable track and maintain amounts paid versus committed
• Manage holdback deductions and payments based on legal and contract terms
• Calculate withholding taxes based on labor from foreign vendors and deduct from payments
• Once all conditions for approval are met, approve invoice on HP and submit for payment

Processing Purchase Orders

• When vendors are not on the system work with vendors to acquire the documentation required to be setup
• Purchase orders requests are received from project manager and orders are setup for all Canadian Capital Purchases
• Track purchase order status/approvals and update project managers as appropriate.

General Administration

• Work with suppliers and vendors to make sure invoices are submitted in the proper format
• Work with suppliers to answer questions on issues with orders/ status of invoice payments/deposits
• Work with Project Engineers / Project Manager / suppliers to organize transportation for the equipment (USA, Canada, Europe)
• Manage Receiving of the Goods on site for proper accounting and invoicing

Maintain Project Documents

• Creating and maintaining document management systems
• Ensure all documents are properly labeled, numbered, and filed for easy retrieval
• Collaborated with other departments to ensure documents are created, reviewed and approved according to company policies and procedures
• Tracking document versions, ensuring that only the latest version is available for use
• Managing access to sensitive documents, ensuring that only authorized personnel have access to them
• Assisting with auditing and compliance check
• Maintaining document security and confidentiality
• Ensuring that document are properly archived and disposed of according to company policies and legal requirements

Requirements:

• Knowledge of Accounting and Taxation
• Microsoft program Excel
• Excellent organizational skills
• Attention to detail
• SAP, Coupa (after internal training)
• Strong communication and collaboration skills

Related Work Experience (Internal to the organization or external):
Experience on Capital project management, construction work, Office administrator
Working Relationships and Key Contacts:
Internal:

1. Director of Eng-/Eng Managers/PM's - Purchase orders/Payments/ Issues on these
2. Director of Purchasing- Terms on Contract/Procurement Review/Issuing Early Payment outside of Normal Payment Terms
3. Taxation Dept- Provide backup for deductions of withholding tax/ Provide Manitoba invoices /answer questions on Manitoba invoices and withholding taxes

External

1. Suppliers- Issues with payment/terms of payment/deposits on contracts/provide copies of PO/
2. HP- Advise on amount to pay/short paid invoices/ deductions for withholding/Approve invoice for payment
3. Auditors- Answer questions on any transactions requested

Authorities:

• Budget: $600M capital investment
• Managing People (# of direct reports): none - indirect reports with Engineers, Procurement, Legal, Finance, General Contractor
• Other: Supplier, vendors

Additional Information:

• Extremely busy job/ Need to be comfortable working with large dollar amounts
• Ability to prioritize between setting up orders and processing payments

McCain Foods is an equal opportunity employer. We see value in ensuring we have a diverse, antiracist, inclusive, merit-based, and equitable workplace. As a global family-owned company we are proud to reflect the diverse communities around the world in which we live and work. We recognize that diversity drives our creativity, resilience, and success and makes our business stronger.
McCain is an accessible employer. If you require an accommodation throughout the recruitment process (including alternate formats of materials or accessible meeting rooms), please let us know and we will work with you to meet your needs.
Your privacy is important to us. By submitting personal data or information to us, you agree this will be handled in accordance with the Global Privacy Policy
Job Family: Engineering & Technical
Division: NA Operations
Department: Project Sunlight
Location(s): CA - Canada : Alberta : Coaldale
Company: McCain Foods (Canada)