Project Administrator

Agilec•Courtice, ON

8d•Hybrid

About The Position

Agilec is a leading provider in the Employment Services sector throughout Ontario. Our customers are at the centre of all we do, and our teams are passionate about the positive impacts they make on people’s lives. We are guided by our values, and all team members are encouraged and supported to develop their potential. The Project Administrator (PA) reports to the Project Director (PD) and is responsible for many duties surrounding the WSIB and Fee for Service Vocational Rehabilitation projects. The PA plays a key role in supporting service delivery through referral intake, processing billing, and comprehensive administrative support while meeting/exceeding customer and contractual requirements. We are recruiting to fill a vacant position within our organization. Please note that we do not use artificial intelligence (AI) in our hiring process. This position follows a hybrid working model, with on-site attendance required.

Requirements

Minimum three years related project or program administration experience
Extensive experience delivering excellent customer service
Ability to work collaboratively with all organizational services departments
Demonstrated advanced computer skills, working within Microsoft O365, creating databases, networks, applications, hardware, and office equipment
Experience in data gathering, analysis, and reporting
Experience developing, implementing, and operationalizing project budgets
Advanced user of Microsoft Office (Excel, Word, Outlook)
Professional and friendly communication style (telephone, email, virtual, and in person)
Proficiency in a multi-task and multi-need environment
Strong administrative and organizational skills
Able to follow through and meet deadlines on projects and required daily tasks
Able to assimilate and interpret information quickly
Proactive with the ability to work independently in self-directed team(s)
Strong attention to detail and high level of accuracy
Good written and verbal communication skills
Ability to maintain confidentiality and deal with sensitive information in an effective manner
Contract/budget/project/office management
Organization of a multi-faceted project connected to other services in the community
Working collaboratively to support a team to deliver on project outcomes
Team dynamics
Use of office equipment and systems
Financial and budget acumen
Understanding of Quality Assurance and Performance Excellence
General knowledge of Health and Safety legislation and regulations

Nice To Haves

Completed post-secondary education in Business Administration from a recognized Canadian Institute or its equivalent is preferred.
Experience in Project Management is an asset.
French language is an asset.

Responsibilities

Coordinate intake of new referrals (e.g., clarification of referral type, assigning new referrals to Project Director, coordination of assessment date/time with all parties involved, clarification of referral questions).
Assign new referrals to Agilec staff and/or external provider as determined most appropriate for the referral type and geographic location.
Review reports for accuracy, ensuring timely submission of the reports to the referral source according to contract requirements.
Deliver comprehensive and complete reports to the referral customer together with Agilec invoice.
Collaborate with the leadership to support effective service delivery.
Respond to the team with respect to project parameters while maintaining customer/funder guidelines.
Identify problem areas and, in consultation with leadership and team, designing, implementing, and evaluating solutions.
Identify and resolve customer service issues in keeping with established Agilec practices, including the Customer Service Charter and complaint resolution process.
Maintain cooperative relationships with community partners, groups, and networks to provide effective service coordination.
Ensure timely data collection and reporting to support financial and project evaluation and other Agilec requirements.
Gather data and provide timely feedback on individual performance on staff and vendor scorecards.
Ensure adherence to all applicable contract requirements and Agilec practices/policies.