Job Description – Intermediate Project Administrator

Summary Abstract:

Assist in day to day support to the Building Operations and Security team. A self motivated, detail oriented dynamic person is a definite requirement for this position.

Tasks and Responsibilities: Intermediate Project Administrator shall be responsible for, but not limited to, the following:

Attend technical and professional design and construction meetings with consultants and trades people. Take detailed minutes and capture schedules and action items.  Draft hard copy of meeting minutes and send them for approval.

Organize and maintains the Building Operation and Security library and resource manuals, including, but not limited to various codes, standards, regulatory books, product catalogues and documents which are referenced in ensuring construction compliance by trades and contractors.

Maintain accurate and current hard copy and electronic filing systems for the Manager of Building Operations and Security, major projects and administrative purposes.

Liaise with scientific suppliers and contracting industries regarding the availability, quality and cost of various services such as maintenance, repair or installation and to discuss and resolve related issues; inform about and explain safety and health procedures, techniques and practices.

Advise Senior Administrator on administrative and financial issues and on details related to construction and/or special project requirements. Processe correspondence for field instructions, progress billings, deficiency reports and claims. Make recommendations on alternate solutions and takes approved action to reconcile problems.

Research products, order materials for Building Operations and Security staff members, stationary and office supplies. Coordinate telephone service requests and installations.

Coordinate and conduct quality control (the review, analysis and processing) of all documentation including, but not limited to invoices, timesheets, inventory control, reference manuals within the Building Operations and Security group.

Organize and coordinate regular staff meetings and agenda. Monitor technical tasks and assignments for staff members and provide assistance when required to ensure the timely execution of each task.

Maintain financial record by entering all invoices in proper spreadsheet on daily basis for budget accuracy and verifying that all invoice components respect the contractual or quoted details. Rectify any discrepancies or disputes regarding billed invoices.

Answer incoming calls or internal inquiries regarding a wide variety of matters and subjects, included but not limited to invoices, contract details, material orders, shipping and receiving. Inter faces with other government agencies or public organizations.

Required Knowledge, Skills & Experience

Minimum of two (2) years of experience in project administration is required

Knowledge of the principles, methods, techniques and practices associated with Building Facility Management.

Experience in a construction office environment; familiarity with methods and practices related to a variety of construction trades including plumbing, electrical, sheet metal, painting etc.

Knowledge of office practices and procedures such as file management (both electronic and hard copy), mail logging and distribution, BF systems, e-mail, procedures for safeguarding sensitive information/material, translation and printing services, answering inquiries.

Knowledge of evaluation, analysis, problem-solving, organizational and time management to forecast and plan workload and carry out concurrent activities.

Advanced knowledge and experience using Microsoft WORD, Excel, PowerPoint, Outlook.

French language would be a definite asset.