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Project Administrator

Ottawa, ON

Posted: 10/24/2024 Employment Type: Full-Time Specialization: Administrative Job Number: 32074

Job Description

Our client is an established professional services organization in major growth mode. With operations in Ottawa and Eastern Canada, our client is located in the east end of Ottawa and boasts a loyal and experienced team. With a forward-thinking leadership group and a great corporate culture to nurture your career, our client describes themselves as a “fun and results-oriented team” who know how to balance hard work and play daily. Supporting Ottawa and the valley on land development projects since the early 1980s, our client grew their business to include design services across multiple engineering disciplines. With growth through the valley and to Eastern Canada, our client has mastered the art of building & nurturing relationship to deliver an amazing service and experience.

We are seeking a detail-oriented and organized Project Administrator with a foundational background in accounting to support our engineering team. The ideal candidate will play a key role in entering new projects, tracking expenses, data entry of contract and vendor information and ensuring smooth communication between departments and clients. This role requires a proactive individual who can manage multiple tasks and deadlines, and who has a keen eye for financial accuracy to play a back up role to the accounting team.

Key Responsibilities:

  • Project Coordination: Assist project managers in entering new contracts into the systema and ensuring deadlines for proposals are met
  • Financial Tracking: Ensure accurate and timely recording of project expenses, invoices and purchase orders.
  • Accounting Support: Act as a back up in the preparation of project billing, review project invoices for accuracy, and coordinate with the accounting department to ensure timely payments.
  • Document Management: Organize and maintain documentation, including contracts, correspondence, blueprints, technical specifications, and reports.
  • Communication and Reporting: Act as a liaison between project teams, clients, and vendors to ensure clear and consistent communication.
  • Compliance: Ensure that all project documentation complies with company standards and regulatory requirements.
  • Administration: Answering calls and responding to emails in a timely manner. Support the IT department with system clean up.

The ideal candidate will have a diploma in Business Administration, Accounting, or Project Coordination. They will bring a minimum of 2-3 years of experience in project administration or coordination, preferably within an engineering or construction environment. Experience with accounting or finance-related tasks is highly desirable. The candidate should possess strong organizational skills and the ability to manage multiple projects simultaneously and meeting tight deadlines. Proficiency in Microsoft Office, especially Excel, and project management software is an asset. Excellent communication skills, both verbal and written, are essential for this role, as is the ability to work independently and collaboratively within cross-functional teams. Bilingualism in English & French would be preferred. You will also demonstrate strong attention to detail, and love working supporting projects administrative duties while backing up accounting.

What will make you stand out:

  • Strong foundation in Accounting and Administration
  • Proven track record meeting tight deadlines
  • Bilingual, English & French, a huge asset
  • Technology proficiency
  • Adaptability and agility to take on new tasks and projects.

Please contact us at mbranker@recruitinginmotion.ca if you are eager to join a fantastic team and willing to be on site to contribute.
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