Job Description

(Internal Title: Project Administration II) + Provide effective and efficient administrative support to the Senior Project Manager (SPM), department/project team
+ Plan, coordinate and monitor the day-to-day administrative activities of the project teams, ensuring administrative best practices and departmental standards and procedures are consistently applied and adhered to
+ Identify, report and provide solutions to issues related to administrative activities
+ Prepare and/or assist in the preparation of documents, meeting minutes, memos, presentations, and reports for use by the department/project team, and distribute to the appropriate parties in accordance with established standards
+ Coordinate and manage monthly Steering Committee meetings, including scheduling, preparing agendas, documenting meeting minutes, tracking follow-ups, and maintaining the action log
+ Prepare and/or assist with the preparation of general and confidential correspondence and communication materials on behalf of the department/ project team, review and edit for accuracy, grammar, format, etc., and distribute as required
+ Establish and maintain a follow-up and action system for issues and other requests requiring responses from the project team
+ Retrieve and compile correspondence and/or data relating to specific projects/issues for use by the Chief Project Manager, Senior Project Managers, Project Managers and Seniors Project Engineers
+ Record, sort and prioritize incoming/outgoing internal and external contract correspondence and submittals using document control system
+ Assess, compile, sort, process and consolidate data, verifying correctness, accuracy and consistency of information following established procedures and within timelines
+ Prepare and maintain complete and current project files using the designated document control system (i.e. SharePoint) and manage project file archiving and closeout
+ Provide status updates on project sign-offs such as Scope Review Sign-off, Construction Review Sign-off, Bid Release Sign-off, Completion and Handover Sign-off, Certificate of Fitness for Revenue Service and Handover. Follow-up with reviewers / approvers as required
+ Review / approve (as applicable) Work Assignment / Plan Release Initiations (WPRI) to ensure that submitted consultant work plans are consistent with approved Consultant Staff Lists (CSLs) staff and rates. Coordinates with Consultant when discrepancies occur
+ Facilitate the issuance and approval of Certificate of Payments (COPs) for Consultants
+ Assist project team to prepare and submit regulatory compliance documents (i.e.TSSA applications and variances)
+ Prepare all Project Management workflows (Procurement Requisition, Purchase Authorization and Purchase Order Amendment Authority, Work Orders to Plant Maintenance)
+ Assist in the preparation and submission of annual Capital Budget documents and circulate for approvals as required (Project Summaries, PES, Black & White Schedules, BCRs, In-Year Budget Transfers)
+ Liaise and coordinate with internal stakeholders / client groups / service support groups /Procurement Team and Category Management, Accounts Payable, Project Management Office, Finance, Engineering, Plant Maintenance, Office Services, Document Control, Payroll, IT Services and Building Management / Security as required
+ Assign / register mandatory training and certifications for employees and internal consultants (registering for classes, ensuring licenses / certificates are kept current, submitting fee reimbursement for annual PEO and PMP licenses, etc.)
+ Manage department onboarding and offboarding process for new staff and internal consultants to create a positive employee experience and ensure that business systems are secure and running smoothly while maintaining compliance with company policies
+ Assist Senior Project Manager and Project Manager(s) to prepare, schedule and finalize annual Employee Performance Appraisals (EPAs)
+ Oversee general Project administration including but not limited to project documentation and filing, scanning, photocopying, arranging and organizing meetings and travel, and making arrangements for the conference room
Working Conditions + Office-based




Experience: + Minimum of 3 years of experience in Project Administration or Administration
+ Experience acquired in a project management environment involving large construction projects is an asset
Education: + High school diploma or GED
+ Registered for and actively seeking a Diploma in Business Administration or similar
Skills and Competencies: + Proficient in Microsoft 365 such as SharePoint, Microsoft Teams, Excel, PowerPoint etc.
+ Sound knowledge of administrative concepts and practices, including scheduling, document management and reporting
+ Strong attention to detail
+ Keen eye for detail and adept problem-solving abilities
+ Must have demonstrated experience relaying and receiving information to and from all levels of management (written and verbal)
+ Competent in identifying tasks and duties to take onboard to offload and support management