Project Administrator
- Toronto, ON, Canada
This is a regular, full-time position with a salary range of $47,118 - $58,897 per annum. · Full-time
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Job details
- Pay
- This is a regular, full-time position with a salary range of $47,118 - $58,897 per annum.
- Job type
- Full-time
- Apply by
- Experience
- 1 to 3 years of project administration or administrative work experience
- Posting language
- English
- Posted
Original job description
Job Description
Who We Are
BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia.
Further information is available at www.bgis.com
Summary
The Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.
Key Duties & Responsibilities
Project Set Up
Who We Are
BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia.
Further information is available at www.bgis.com
Summary
The Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.
Key Duties & Responsibilities
Project Set Up
- Inputs project information into databases and completes project set up process
- Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
- Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
- Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
- Executes the purchase order process.
- Reconciles purchase orders to invoices to ensure accuracy.
- Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
- Reviews and communicates risks to Project Managers.
- Executes project close out requirements.
- Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
- Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
- Reviews and reconciles actual project expenses against cost estimates.
- Other duties as assigned.
- Community college diploma
- 1 to 3 years of project administration or administrative work experience
- Strong administrative and organizational skills
- Ability to provide project administration support
- Ability to maintain accurate data
- Strong attention to detail and data accuracy
- Ability to extract and compile data into reports
- Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
- Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications
- Demonstrates an interest in pursuing Project Management Institute Accreditation
More about this job
Responsibilities
Set up projects, maintain project records, monitor timelines, prepare progress and cost reports, and communicate risks to project managers. Coordinate vendor setup, purchase orders, invoice reconciliation, and project financial and documentation closeout.
Requirements
Requires a community college diploma and 1 to 3 years of project administration or administrative experience. Candidates should have strong organizational and administrative skills, attention to detail, accurate data-handling and reporting abilities, effective communication, and proficiency with Microsoft Office, particularly Project, Excel, and Outlook.
Skills
- Project Administration
- Project Setup
- Project Documentation
- Project Tracking
- Status Reporting
- Financial Administration
- Purchase Order Processing
- Invoice Reconciliation
- Vendor Coordination
- Project Closeout
- Data Accuracy
- Data Compilation
- Risk Communication
- Organizational Skills
- Microsoft Project
- Microsoft Excel
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Management & Leadership
- Finance & Accounting
Keywords
- Project Administration
- Project Setup
- Project Documentation
- Project Plans
- Meeting Minutes
- Contracts
- Bid Packages
- Project Tracking
- Status Reports
- Project Financial Administration
- Vendor Qualification
- Financial Systems
- Purchase Orders
- Invoice Reconciliation
- Project Reporting
- Key Performance Indicators
- Risk Management
- Project Closeout
- Cost Estimates
- Microsoft Office
- Microsoft Project
- Microsoft Excel
- Microsoft Outlook
- Facilities Services