Job Description

POSITION MANDATE

The role of a Project Administrative Coordinator 2 (PAC-2) will oversee and manage the administrative operations of multiple projects. They will act as a key support for project managers, ensuring projects run smoothly by maintaining compliance, forecasting project costs, schedules, and documentation. The role requires strong organizational skills, attention to detail, and experience in project management methodologies.

REPRESENTATIVE DUTIES

Project Coordination

• Monitors, maintains, and assists with the creation of project management processes, document control, and the general support of related databases (purchase orders, customer information, budget, applicable paperwork to the Department, etc.).
• Provides leadership and guidance in support of the Project Manager, Supervisor, Manager in the administration and maintenance of assigned project schedules including coordination of logistics when needed.
• Assist in maintaining project schedules within established capacities and makes recommendations for workforce planning
• Liaises with department Project Manager, Supervisor, Manager, and customer where appropriate and, as required.
• Maintain accurate records of labor hours, subcontractor invoices, and other cost components.
• Audit of purchase orders in preparation for project close.
• Assists accounts receivable with required documentation.
• Assists project manager with any incoming inquiries pertaining to services, current projects being implemented, billing and/or general coordination of any department related inquiries.
• Support safety compliance for self and your colleagues.
• Identify, document and escalate project risks or issues to Project Managers, Supervisors, Manager.
• Ensures the continuous improvement log is maintained throughout the project’s life cycle.
• Serve as a liaison between project managers, clients, vendors, and field teams, fostering effective collaborative communication.
• Develops and maintains project cost forecasting.
• Prepare detailed project status reports for Project Manager and stakeholders.
• Provides the Project Manager with the compilation, analysis, and summarization of project financial information to monitor budget status and notifies Project Manager, Supervisor or Manager when expenditures are approaching identified thresholds.
• Prepares, audits, and reviews draft interim and final invoicing to project manager, ensuring all related documentation is complete and accurate, ready for invoicing by Finance department upon project manager approval.
• Provides mentorship to lesser experienced staff with respect to project administration and document control.
• Gathers and files relevant project documentation and other content at the close of each project.
• Tracking progress of Change Management documents and updating budgets as required and ensuring schedules reflect these changes.
• Work closely with Project Manager, Supervisor, Manager to identify impacts to the schedule and budget.
• Works regularly with project management team to recommend improved processes and systems related to project administration.
• Monitor the progress of vendor credits to be credited back to a project.
• Attend all required meetings.

Administrative Support

• Performs administrative tasks for their department including document preparation, data entry, maintenance, storage of electronic project files and transmittals.
• Receives, compiles, and organizes information using databases, forms, files, and spreadsheets, for the preparation and distribution of correspondence, reports, forms, presentations, applications, and other documents.
• Assists customers with any incoming inquiries pertaining to services, current projects being implemented, and billing and/or general coordination of any department related inquiries.
• Assists with procurement of materials and supplies for the department including issuing and tracking purchased materials.
• Assists Project Manager, Supervisor, Manager with any incoming inquiries pertaining to services, current projects being implemented, billing and/or general coordination of any department related inquiries.
• Capture detailed meeting minutes ensuring correctness and proper grammar, followed by the distribution to all stakeholders in a timely manner.
• Responsible for the general administration of the department.

Technical Knowledge & Skills

• Advanced knowledge of project management activities, approaches, and techniques.
• Knowledge of traditional project management principles and practices.
• Knowledge of corporate divisions / functions and how they interconnect.
• Knowledge of the principles and practices of insurance.
• Advanced Knowledge of Microsoft Office (e.g., Word, PowerPoint, Excel, SharePoint, OneNote, MS Project).

EDUCATION AND EXPERIENCE

• Grade 12 or equivalent.
• 2 years of relevant experience in Project Admin Coordinator 1 role (TPS) or Project Coordinator role (outside of organization).
• Completion of Post Secondary Education in Engineering Technology, Project Management or Apprenticeship / Journeyperson.
• Gold Seal intern an asset
• Lean Yellow Belt
• Diploma or certificate in project administration, project management, applied sciences or related education (to move directly into PAC-2 role).
• Advance knowledge of project management as well as project coordination and administration of a project’s lifecycle.
• An equivalent combination of education and experience may be considered.

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