Project Office Administrator Jobs

Blue Projects is an international Engineering, Design, and Project/Construction Management firm with multiple offices globally and experience across all industrial manufacturing sectors.

Our core services include Project Management, Construction Management, Design & Engineering, Procurement and Commercial Management, and Health & Safety Management.

Blue Projects North America is seeking an experienced Project Administrator to be responsible for Financial, Administrative, and Project Services support, with additional responsibilities for Business Development and Human Resources support needs in our Canada office.

The ideal candidate must be an out-going self-starter with relevant professional experience. This position provides an opportunity to be a key member of our North American team with a range of responsibilities and growth potential for personal and leadership development.

RESPONSIBILITIES:

Financial / Accounting

• Banking activities for the day-to-day business – process and resolve bank statements every month and balance yearly reports and process all bill payments.
• Payroll - regular payroll and benefits updates for employees within the company. Issuing and verifying weekly pay and updating payroll data and processing expense requests for the accountant to approve.
• Accounts Payable - Invoice processing and filing ensuring that clients are properly billed for goods or services, assisting in the reconciliation of accounts, and paying or receiving payment from vendors and customers.
• Purchasing - Obtains requirements by verifying, preparing, and forwarding purchase orders; verifies receipt of items; authorizes payment. Reviews, updates, and maintains purchase orders until they are closed.
• Account Receivable - Controlling credit and chasing debt, ensure that the correct amounts are collected in a timely manner, verify and record transactions, resolve account discrepancies, and perform other tasks to secure client payments.
• Internal Contract & Order Management· Reviewing planned orders, creates requisitions for purchased items, and manages approval process.

Project Services/Administration, Contract Management, and Procurement Support

• Controlling all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
• Collecting, organizing, and maintaining documents, adhering to the company’s document lifecycle procedures
• Registering project documentation in accordance with company procedures and providing documentation to key stakeholders and internal teams.
• Conducting regular review audits to ensure information on all records is accurate and up to date.
• Searching and retrieving technical data files and technical drawings within the Blue Projects’ and client’s database.
• Assisting with file migrations and audits, and perform administrative tasks as needed.
• Archiving inactive records in accordance with the records retention schedule
• Updating and maintaining procedural documentation.
• Ensuring that the project documents issued by the various project team members comply with the project numbering system, keeping historical records of all project documentation, and archiving such on the Project SharePoint and/or online project management software (e.g., Procore, Autodesk BIM360).
• Liaising with third party providers, clients, and suppliers.

· Provide full support to the Project Team and department to ensure the smooth running of the department operations.

· Contract, tender, and order management support:

o Have overall understanding of the tendering procedures.

o Preparing tender packages for inquiry, ensuring formatting compliances of the said tendering documents to the Company’s internal procedure.

o Follow up with the tender inquiry completion, E2E process.

o Reviewing planned orders, creates requisitions for purchased items, and manages approval process.

o Reviews, updates, and maintains purchase orders until they are closed.

o Ensures orders adhere to supplier agreements and contracts, reports non-conformances.

o Preparing and reviewing business contracts.

o Maintaining relationships with multiple interfaces (management, client, vendors).

· Identifies opportunities and implements actions to achieve efficiency of the whole project team.

· Undertake any ad-hoc admin projects/duties as required.

Business Development/ Marketing

• Proactively seek new business opportunities in the market.
• Maintain client relationships and coordinating promotional activities.
• Present our company to potential clients.
• Researching prospective accounts in target markets.
• Keep records of sales, revenue, invoices etc. in Salesforce.
• Support development of quotes and proposals for prospective clients.

Human Resources

• Providing assistance and support to employees, while adhering to strict confidentiality.
• Managing human resource records by keeping accurate, up to date employee files including contracts, performance reviews and benefits forms.
• Creating new hire employee letters, packages, and managing the onboarding process.
• Providing recruitment support for managers and supervisors by assisting in creating job postings, interview questions, reference checks and job offers.
• Assisting the HR Manager/Director in creating new HR policies.
• Maintaining a human resources information system (HRIS) by tracking and reporting on employee data such as sick days, vacation days, banked overtime and hours worked, to ensure accurate, timely information can be made available to management and staff.
• Assisting the HR Manager/Director in advising managers and supervisors on legal compliance issues including Employment Standards Act, Workers Compensation Act and Human Rights Code legislations.
• Creating and processing offboarding and employee exiting.

REQUIREMENTS:

Education, Background, Qualifications, and Experience:

• Excellent communication, presentation, and English speaking and writing skills. French or a second language is desirable.
• IT Technical Skills- Software and user support experience with Microsoft Suite, Microsoft SharePoint, Adobe, and online platforms/software tools.
• Additional experience with Project Management software such as Procore or Autodesk BIM360, MS Project, SAP, CRM software (e.g., Salesforce) are considered an asset.
• Professional and pleasant personality with excellent written and verbal communication and interpersonal skills.
• Prior experience working in an engineering, contracting, construction, or manufacturing industry is preferred.
• A resourceful, team player who excels at building trusting relationships with customers, suppliers, and colleagues.
• Strong analytical, problem solving, and time management skills.
• Affinity for technical subject matter is an asset.
• Ability to multi-task and work independently as well as in a team.
• Ability to think strategically and assess a situation, seek multiple perspectives, gather more information if necessary, and identify key issues that need to be addressed.
• Able to work fast under pressure with an attention to detail and highly resourceful.
• Multi – talented, proactive, takes initiative, well organized.
• Candidates must have a high school diploma or 2-year degree with a minimum of 2 years of work experience in a similar capacity for Administrative/Finance & Accounting Assistant, Project Coordinator, or Customer Service type of work.
• Able and willing to travel to client and/or project sites when required.

WORK LOCATION:

• Flexible arrangements will be considered, with on-site presence on minimum frequency (one or two days/week) at current Blue Projects Canada Ltd office in White Rock, BC or designated office location in Toronto/Chicago/Atlanta and/or project sites when necessary.
• Vancouver/Lower Mainland area of BC or Greater Toronto area in Ontario. Will also consider applicants from Chicago, Illinois or Atlanta, Georgia as an alternative.

WHY CONSIDER BLUE PROJECTS AND THIS OPPORTUNITY:

• Full-time employment with a competitive compensation package.
• Abundant opportunities to grow professionally within a dynamic and fast-growing international company.
• A fresh and exciting challenge every day!
• A widely varied portfolio of clients and industrial projects.

Don’t meet every single requirement?

No worries, we are committed to building a proper place to grow talents and potential in our people, maybe your experience would be suitable for this or other roles.

We are warmly encouraging you to apply, you may be the missing piece in our puzzle.