Careers in Canada

Project Management Administrator

Position Overview

The Project Management Administrator is responsible for handling the administrative functions of all projects and programs. In this role, you will oversee the project’s daily functions to ensure deadlines and compliance requirements are met. You will be a key member of our project management department, working closely with Project Managers, Project Coordinators, and Construction Supervisors.

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Key Responsibilities: 

• Preparation and organization of files ensuring Project Managers, Project Coordinators, Construction Supervisors, and team members have all required documentation prior to job commencement and ensure files are complete and accurate upon job completion.

• Prepare and organize all job files as directed by the Project Manager including the scope of work (contract and extras), production sheets, and complete billing information

• Accurate invoicing upon file completion (aligned with client protocols)

• Assist in the coordination of all production requirements including workforce, materials, supplies, equipment, and tools for the Project Manager when required

• Maintain cooperative working relationships with all company employees, existing and potential customers, subcontractors, owners, suppliers, etc.

• Ensure work authorization, completion certificates, and all other required documents are obtained from the Project Manager and uploaded into applicable programs

• Liaise between Project Manager, Project Coordinators, and Client(s)

• Accurately invoice each file once quality control is completed under the direction of the Project Manager.

• Call and coordinate sub-trades

• Create work orders/purchase orders, change orders, reports, etc.

• Enter notes into the company filing system

• Accounts receivables / payables

• Calendar Management

• Communicate with executive, administrative, and team personnel to gather or convey relevant information

• Schedule meetings, which may involve corporate executives and/or major customer personnel, which require arranging and preparing materials, reports, and all other pertinent data. May be requested to attend meetings to transcribe minutes or records

• Assist management with other duties as assigned

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Required Knowledge and Experience: 

• 3-5 years of insurance office administration experience (with preference given to those with insurance restoration experience)

• Excellent verbal and written communication skills

• Intermediate proficiency in software skills - MS office suite, MS project, DASH, Xactimate*, and Xactanalysis* (* an asset)

• Detail-oriented

• Strong customer service skills

• Strong administration, record keeping, and data entry skills

• Effective time management skills

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AODA Statement
ARS / Global Emergency Management encourages applications from all qualified individuals. Applicants with disabilities may notify us of any accommodations needed to support your participation in the recruitment process.

We wish to thank all applicants for their interest and effort in applying. Please be aware that only candidates selected for interviews will be contacted for this position.

Job Type: Full-time
 

Benefits:

• Company events

• Dental care

• Disability insurance

• Employee assistance program

• Extended health care

• Life insurance

• On-site parking

• Paid time off

• Vision care
   

Schedule:

• 8-hour shift.
   

Experience:

• Project Management Administration: 3 years (preferred)