Project Administrator

EllisDon • Mississauga, ON

41d • $55,000 - $65,000

About The Position

Connect with us LinkedIn, Instagram, Facebook, Twitter. Thinking about a change? We recognize that the construction industry is changing at a rapid pace and we continually strive to be at the forefront. Our core values empower people to deliver great careers to one another and develop creative solutions for complex problems on some of the most exciting projects. It doesn’t matter what your expertise and craft is – there are no boundaries. We are a group of professionals with a variety of expertise within pre-construction, construction, and post-construction. To learn more, check out our Cradle to Grave services and hear from our team directly about what a career at EllisDon could look like for you. As you can see, we are a diverse bunch. Above all, we are a group of individuals with unique experiences and at EllisDon, we choose to celebrate the strength in our differences, every day. EllisDon’s commitment to Inclusive Diversity is to work together to create an environment where every employee feels safe to be their true and authentic self. Ultimately, EllisDon’s purpose is to provide people with similar values the opportunity to achieve to their full potential; to deliver that opportunity for great careers to one another; and to contribute meaningfully to the community we share with others. In case you’re curious, here’s what the industry thinks of us and some of the impacts we've made to the communities we work in and our latest Impact Report, highlighting how we're putting our values into practice in areas such as the climate & environment, inclusive diversity, indigenous relations, and health and safety. You as a Project Administrator will: Work with the internal project teams on the preparation and distribution of Purchase Orders. Ensure that all supporting documentation has been received prior to issuing the Purchase Order. This would include the client estimate, client purchase order, supplier estimate and billing instructions. Track all orders and communicate with the project teams on the status of their orders. Ensure that orders when received are stored correctly and that the appropriate project team is notified. Prepare estimates for internal EllisDon clients related to the purchase of IT hardware, software licenses and AV equipment. Work with internal and external clients to assemble client billing packages, enter data into accounting system, monitor area revenues & receivables, and actively manage working capital through a focus on collections and deposits Collect, reconcile, seek approval, and process all project-related subcontractor payments, general expenditures, internal costing allocations, and all other financial transactions in a timely and accurate manner. Assure timely and accurate processing of trade payables Successfully manage accounts payable functions including problem solving, vendor follow-ups and ensuring all documentation such as statutory declarations and WCB clearance certificates are present where appropriate Assist internal costing department with coding invoices and expense reports Generate accounts receivable billings where necessary Process cost transfers between projects and between sub areas as necessary ensuring integrity of data Work with the leadership group in preparation of budgets and forecasts along with reporting on the financial performance of area projects highlighting areas of risk and opportunity along the way Verify, manage and prioritize workflow in a high-volume department to ensure deadlines are met

Requirements

• Minimum two years of accounting experience or an equivalent combination of technical training and experience
• Strong attention to detail with a customer first focus
• You have a working knowledge of accounting databases
• You have the ability to identify problems and assist in producing logical solutions to help co-workers solve issues
• Must possess excellent communication skills and enjoy building relationships with vendors and co-workers in a fast-paced environment

Nice To Haves

• An understanding of construction accounting and AS400, with strong Excel and computer skills is desirable.

Responsibilities

• Work with the internal project teams on the preparation and distribution of Purchase Orders.
• Ensure that all supporting documentation has been received prior to issuing the Purchase Order. This would include the client estimate, client purchase order, supplier estimate and billing instructions.
• Track all orders and communicate with the project teams on the status of their orders.
• Ensure that orders when received are stored correctly and that the appropriate project team is notified.
• Prepare estimates for internal EllisDon clients related to the purchase of IT hardware, software licenses and AV equipment.
• Work with internal and external clients to assemble client billing packages, enter data into accounting system, monitor area revenues & receivables, and actively manage working capital through a focus on collections and deposits
• Collect, reconcile, seek approval, and process all project-related subcontractor payments, general expenditures, internal costing allocations, and all other financial transactions in a timely and accurate manner.
• Assure timely and accurate processing of trade payables
• Successfully manage accounts payable functions including problem solving, vendor follow-ups and ensuring all documentation such as statutory declarations and WCB clearance certificates are present where appropriate
• Assist internal costing department with coding invoices and expense reports
• Generate accounts receivable billings where necessary
• Process cost transfers between projects and between sub areas as necessary ensuring integrity of data
• Work with the leadership group in preparation of budgets and forecasts along with reporting on the financial performance of area projects highlighting areas of risk and opportunity along the way
• Verify, manage and prioritize workflow in a high-volume department to ensure deadlines are met

Benefits

• EllisDon is proud to provide this unique career opportunity that provides continuous learning, opportunity for growth, and a competitive compensation package within an environment that is committed to inclusion and respects diversity.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees