Project Administrator

The Project Administrator will maintain records and oversee document control, support Project Management and Pursuit team in document organisation, manage communication, coordinate, and execute the project plan. Participate in the delivery of all activities and manage resources for efficiency and project profitability. The primary objective of this role is to support the Project Management and Pursuits team in delivering high-quality results as efficiently as possible.
Ideal candidates must be a self-starter, capable of working well both independently and in teams. The Project Administrator should be detail-oriented and comfortable communicating all issues clearly to the Project Managers, field employees as well as executive management. Experience in software programs such as Word, Excel, Sharepoint, Teams and Bluebeam is a big plus. Preference will be given to those with experience in the construction industry.
Though office based in Vancouver, some travel throughout the Lower Mainland and to field sites may be required from time to time.
RESPONSIBILITIES:

• Collect, scan and upload documents following set procedures
• Ensure all technical documents, such as reports, drawings, and blueprints, are collected and registered in system
• Use set procedures for Document Management for everyday operations, on-going activities and quality control
• Notify appropriate team members of updated document versions and how to access them
• Print and distribute documents as necessary
• Work with documents and records across various departments, including human resources, marketing, and construction
• Work with the Project Management team to develop and manage schedules, resources plan, procurement, shop drawings, workplans, project commissioning, and risk mitigation strategies, while controlling costs and maximizing productivity through the implementation of best practices and standard processes
• Reviewing and entering data information into the appropriate databases and software applications
• Monitoring and updating existing data when required
• Effectively manage and maintain all written and verbal project communications
• Assist Project Managers in customizing Health & Safety plan to adhere to project standards
• Communication with vendors, subcontractors, and clients 
• Coordination of purchase orders, materials/equipment orders, RMAs, arrange shipping and following up on delivery timelines 
• Attending, assist in running, and participating in weekly internal progress meetings 
• Attend site walks with construction team to determine conditions and requirements for preparation of workplans
• Prepare project close out packages including training material and operations/maintenance manuals.
• Preparing reports for owners or executives
• Perform other tasks as required

Success Factors - What Excellence Looks Like

• Planning & Problem Solving: Plan for every situation and resolve issues before they happen
• Accountability: Own each project and its outcome while following company standards
• Agility: Adjust and pivot to changes with ease
• Communication: Transmit information with consistency and clarity; adapt to different styles

REQUIRED QUALIFICATIONS: 

• Previous project administration/co-ordination experience is required
• Experience in the construction industry coming from a General, Industrial or Sub-Contractor environment is preferred
• Previous experience collecting and managing technical documentation 
• Excellent written and verbal communication, as well as interpersonal skills
• Strong computer skills, with proficiency in Microsoft Office and project software
• Able to work independently, manage time effectively, and work with multiple deadlines

PREFERRED QUALIFICATIONS:

• High school diploma and/or Post-secondary education in Document Control, Business Administration or  would be considered an asset

PROFESSIONAL COMPETENCIES:

• Excellent customer relation skills.
• Excellent written and verbal skills in one on one and large group situations.
• Excellent inter-personal skills including client and employee relations.
• Ability to organize workload for effective implementation.
• Ability to multi-task while working under deadlines and time constraints.
• Efficient in standard business software (Microsoft Office, Outlook, Onenote, Visio).
• Ability to interact effectively at all levels and across diverse cultures.
• Ability to function as an effective team member in a collaborative sales environment.
• Ability to adapt as the external environment and organization evolves.

PHYSICAL DEMANDS:
In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• Must be able to effectively communicate, (ie see, hear, speak and write clearly) in order to communicate with colleagues and/or customers; manual dexterity required for occasional reaching, lifting of light office objects, and operating office equipment

WORKING CONDITIONS:
In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job.

• The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate

PAY RANGE: $49,000 – $65,000 D.O.E