Project Administrator
Summary
Project Administrator at an engineering firm in Mississauga: supports the engineering team with project setup, tracking, and billing; prepares invoices in Microsoft Dynamics SL and Acumatica; organizes office events; and handles general admin duties. Requires 2+ years in a similar role and strong Microsoft Office (incl. MS Project) skills.
Responsibilities:
Project Administration
Provide project support and coordination for the engineering team to help ensure projects are executed on time and within budget.
Set up projects according to department best practices and standards.
Project coordination and tracking using Microsoft Excel and project management tools
Maintain accurate project tracking and data entry.
Timely performance of necessary tasks to initiate, monitor progress, close, bill, and archive project files digitally.
Financial Support
Verify receipt of services procured to support payment of supplier invoices.
Request cost quotations from internal design, material, and construction resources.
Summarize and evaluate project financial outcomes at completion.
Prepare and enter invoicing in the accounting system (Microsoft Dynamics SL & Acumatica).
Complete billing and invoicing for various clients.
Complete expenses reports.
Process invoices for payment.
Office Culture & Social Events
Plan and coordinate office social events, including holiday parties, team lunches, celebrations and seasonal gatherings.
Manage event logistics such as venue booking, catering, invitations, RSVPs and supplies.
Track event budgets and expenses.
Recognize staff milestones such as birthdays, work anniversaries and welcomes for new hires.
Gather staff feedback and ideas to keep events engaging and inclusive.
General Administrative Duties
Manage basic office supplies and necessities.
Maintain and improve contract reporting tools and templates.
Coordinate and maintain records for office space, company credit cards, and other equipment and assets.
Other duties as assigned
Qualifications:
Minimum of 2 years of experience in a similar role or equivalent education such as a degree or certificate in business administration, project management, or accounting.
Previous experience with Enterprise Resource Management (ERP) software systems would be an asset.
Experience working in the electric utility, or a related engineering/construction environment would be an asset.
Experience with electric utility project estimating and project management would be an asset.
Class 5 driver’s license
The eligible candidate should possess:
Demonstrated proficiency in Microsoft Office applications: Word, Excel, PowerPoint, MS Project.
Exceptional written and verbal communication skills, which include the ability to prepare reports, format documents, and draft official letters and correspondence,
Ability to work within a deadline-oriented team environment, to prioritize work, and to work independently,
Strong organizational skills and attention to detail including ability to adapt and problem solve
Well developed interpersonal skills with the ability to cultivate strong business relationships internally and externally
Familiarity with accounting and/or project management principles