Project Administrator

Arctic Arrow Group•Abbotsford, BC

14d•Onsite

About The Position

Reporting to the Project Controller (PCA) and working with the Payroll and Accounts Receivable Departments at Head Office (Abbotsford), the Project Administrator (PA) is responsible for providing project administrative support for the regional area, including payroll timecard processing. The PA works closely with the PCA, Project Manager (PM) and General Foremen (GF) who provide general direction and request operational support to ensure the successful execution of our projects.

Requirements

A minimum of 2 years’ experience in a project administration or construction-related role.
Strong organizational and planning skills with a high level of attention to detail.
Excellent written and verbal communication skills; ability to build trusting relationships with field staff, office teams, clients, and suppliers.
Experience with field reporting, project administration, and hourly payroll timecard submission.
Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and SharePoint.
Completion of Grade 12 Education

Nice To Haves

post-secondary courses in a related field from a recognized institution are preferred.
Previous experience in the power transmission and/or distribution industry is a strong asset.

Responsibilities

Provide day-to-day administrative support to the Project Controller, Project Managers, General Foremen, and other members of the project team.
Collect, review, and process daily field timesheets; update tracking spreadsheets and submit payroll information to the Payroll Department. Main contact between field crews and finance.
Create and maintain organized project files including work orders, quality control documents, purchase orders, as-built drawings, and third-party costs.
Set up and manage new projects in Spectrum (Accounting ERP system).
Issue Purchase Orders to subcontractors (field locates, excavation, hydrovac, flaggers, etc.) as directed by Supervisory staff or Crew Leaders.
Ensure BC Safety Authority permits and BC One Calls are completed and in place prior to project commencement.
Coordinate and book travel arrangements for project-related activities; prepare and submit daily crew location sheets and update the Resource Schedule.
Liaise with clients, subcontractors, and internal stakeholders to resolve discrepancies, respond to technical queries, and attend progress meetings as required.
Support project invoicing, closeout activities including project deliverables (download photos, as-built drawings, review work order packages are signed), change order documentation, and reconciliation of change management records.
Submit crew payroll/HR requests, reimbursements, handling receipts, time off requests ensuring appropriate approvals are in place.
Perform other related tasks as per company needs.