Administrative Project Coordinator Jobs

Company Description

American Iron & Metal (AIM) is a family-owned company and recognized global leader in the metal recycling industry with more than 125 sites and 3500 employees worldwide. We have continued to prosper for the last eight decades (we just celebrated our 86th birthday!) thanks to the dedication of our employees and the ongoing trust and support of our customers.

Become part of the AIM community, a growing team with an entrepreneurial spirit who has over the years evolved into a successful and multifaceted company with business divisions that include metal recycling, decommissioning and demolition, auto-parts sales and recycling, manufacturing of solder assemblies, construction waste recycling, and production of customized industrial and mining products.

We take pride in doing good things for the environment to help create a greener, more sustainable future for all.

It’s simple; we do it right. We AIM for excellence.

We are seeking a detail-oriented and organized individual to join our Engineering Department as an Administrative Project Coordinator. As an Administrative Project Coordinator, you will provide essential support to the engineering team in the planning, coordination, and execution of various projects and initiatives. Your role will involve assisting with administrative tasks, organizing project documentation, facilitating communication among team members, and ensuring the smooth flow of information. This position requires excellent organizational skills, effective communication, and the ability to work in a fast-paced environment.

Responsibilities:

• Support the Director in preparing financial reports and summaries
• Responsible for the department administration tasks and document control
• Invoice Distribution process to the proper PM
• Submission of purchase orders, invoice receival, and payment requests, and coordinate with the accounting department
• Maintain office supplies, equipment, and inventory
• Communication and Coordination:
• Assist in preparing project-related correspondence, reports, and presentations.
• Ensure the online project documents managed by the PM’s respect the office organization policy.
• Develop and implement office management policies, and procedures to improve efficiency and productivity
• Assist the engineering director in his responsibilities as assigned
• Coordinate with other corporation departments for essential documents submissions
• Ensure the payment process is attempted by the accounting department
• Manage document flow, including filing, tracking, and archiving project-related documents.
• Serve as a central point of contact for internal and external stakeholders, including project teams, clients, subcontractors, and suppliers.
• Administrative Management:
• Facilitate effective communication and information flow within the office and between project teams.
• Financial Management:
• Assist with preparation of the management cost tracking
• Working with the Director to establish and maintain document control procedures for construction projects.
• Document Control and Record Keeping:
• Ensure accurate and up-to-date records of contracts, permits, drawings, specifications, and other project documents.
• Assist project teams in retrieving and accessing relevant documents when required.
• Handle administrative correspondence, including mail, and phone calls
• Coordinate meetings, conferences, and assist in documenting meeting minutes.
• Maintain financial records, expense reports, and reconcile accounts as necessary

Qualifications

• Construction Administrative Diploma is an asset
• Previous experience as a Project Administrator, Assistant, Coordinator or in a similar administrative role, preferably in the construction industry
• Knowledge of construction processes, terminology, and documentation is beneficial
• Construction management, or a related field (equivalent experience may be considered)
• Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and project management software
• Autonomy, resourcefulness aspects
• Excellent verbal and written communication and interpersonal skills
• Strong organizational and multitasking skills with attention to detail
• College or Bachelor's degree in office administration is preferred

Additional Information

• The tools and support needed to be successful in your career and professional development
• A dynamic & rewarding work environment that is also a lot of fun!
• A competitive annual base salary, vacation, benefits and a RRSP matching program

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