Project Administrative Coordinator

Full Time Permanent, Onsite

Locations: Dartmouth, Nova Scotia

The Opportunity:

Reporting to the Project Administrative Manager, and working closely with customers, estimators, operations, and Yard & Field Supervisors & Foremen, the Project Administrative Coordinator organizes and completes all project administration tasks to enable smooth execution of projects from award to final billing. The ideal candidate is a motivated self-starter who may not know the answer to a question but will certainly find it and then use this learning for continued development in the role. Confident in their ability to problem solve and articulate solutions, The Project Administrative Coordinator seeks to understand how all the parts and pieces of a job come together successfully. Their attention to detail allows them to catch variances in advance of errors being made. They work well independently while easily moving into all-hands-on-deck mode when necessary.

Responsibilities:

As a Project Administrative Coordinator, your responsibilities will include, but are not limited to, the following:   

• Ensure proper project set up and file management
• Process project rental contracts  
• Ensure work crews have all pertinent details for the job 
• Issue and receive third-party purchase orders for project requirements  
• Provide project required documents to customer for execution, if required   
• Address customer questions and concerns regarding project details    
• Ensure timely and accurate project and rental invoicing 
• Participate in project billing meetings, as required 
• Review, qualify, and enter daily labour time provided by foreman, reconcile against project planning schedule, and prepare/submit foreman report for approval
• Maintain current knowledge of all relevant union contracts   
• Assist Rental Desk
• Support for incoming calls on main line
• Other related duties as may be assigned from time to time

Qualifications:

• 2 years experience in construction contracts, project administration, or administrative role requiring significant amount of troubleshooting and information gather for successful completion of work.
• High level of integrity and excellent work ethic
• Willingness to learn and follow instructions
• Ability to work individually as well as part of a team
• Extensive knowledge of Microsoft Office Suite with advanced skills in excel such as but not limited to lookups and pivot tables (testing may be required)
• Open to continuous improvements and company change initiatives
• Ability to self-audit quality control and accuracy of data entry
• Proven ability to prioritize and manage conflicting demands
• Excellent time management skills and attention to detail
• Strong written and oral communication skills
• A self-starter who can demonstrate taking initiative and ownership in current role
• Proven experience building and maintaining strong working relationships across multiple departments
• Committed to life-long learning
• Experience using ERP systems for data management and reporting; specific experience working with Acumatica would be an asset

How to Apply: