Project Administrator - Contracting

Trane Italia•Burnaby, BC

2d•CA$53,800 - CA$76,160•Hybrid

About The Position

As a Project Administrator in the Location Contracting group, you will work closely with Project Manager(s) and be responsible for routine project documentation, procurement, job costing, customer invoicing, and administrative closeout of each project. Your portfolio will include multiple projects at different stages of completion, requiring close interaction with internal and external customers to ensure timely project completion and foster a positive culture. You will follow established standard work and processes, utilizing several enterprise systems, and coordinate the transition of projects from Sales to Operations. You will administer projects throughout their entire lifecycle to ensure contract compliance and successful delivery, coordinating with regional leadership, contract management, legal, and financial services. You will manage procurement processes, including material ordering/tracking, issuing purchase orders and subcontracts, and coordinating the monthly customer invoicing process. You will also coordinate with project team members for accurate and timely recording of project costs and resolve obstacles by reviewing billing backlogs and communicating with relevant parties.

Requirements

High School diploma or GED and up to two (2) years of related experience and/or training; or equivalent combination of education and experience.
Strong communication skills.
Proactive approach with willingness to work independently as well as part of a team.
Demonstrated ability to perform tasks such as problem solving, decision making, rational thinking, and exercising good judgement.
Experience prioritizing tasks in order to meet tight deadlines within a fast-paced environment.

Nice To Haves

Previous experience with financial systems and basic accounting, including accounts receivable and accounts payable, an asset.
Construction law and regulation knowledge is an asset.
Familiarity with the operation of HVAC Systems preferred not required.

Responsibilities

Coordinate the transition of projects from Sales to Operations within enterprise business systems.
Administer projects throughout entire life cycle to ensure contract compliance and successful delivery.
Manage procurement processes per project requirements.
Handle material ordering/tracking, issue purchase orders and subcontracts to qualified vendors.
Coordinate monthly customer invoicing process per customer requirements and Project Manager direction to ensure timely and accurate billing.
Coordinate with project team members for accurate and timely recording of project costs, including time sheets, forecasting assistance, vendor invoices, utilizing project reports, etc.
Reviews billing backlog and coordinates/communicates with Project Managers, BAS and HVAC Field Technicians, customers, and Trane claims as necessary to resolve obstacles.