Project Administrator (Ottawa, ON)

Project Administrator (Ottawa, ON)

Ottawa, ON

To support our continued growth, we require a Project Administrator to support the Project Managers and the wider organisation to achieve our project management objectives.

Reporting directly to the MDU Manager, you will need to be an MS Excel master who is an outstanding organizer and has the capacity to manage and prioritize tasks received from multiple sources.   The successful candidate will be highly computer literate with demonstrable experience of organizing, structuring, prioritizing and planning and have a keen eye for detail. The position is full-time, with regular business hours, and is office-based in Ottawa, ON, but flexible working arrangements can be made available. You must enjoy working as an integral member of a team but also be capable of managing your own workload to deliver high quality work that meets expectations and deadlines.

You will provide administrative and logistical planning support to MDU Manager and ensure all targets and timelines are met for the projects. You will work closely with our billing team to ensure completion of billing administration tasks to meet financial targets for our completed site builds.

Duties and Responsibilities: 
  • Schedule regular meetings and record decisions (e.g. assigned tasks and next steps);
  • Break projects into doable tasks and set timeframes and goals;
  • Attend project planning meetings;
  • Create and update workflows;
  • Conduct risk analyses;
  • Prepare and provide documentation to internal teams and key stakeholders;
  • Order resources, like equipment and software;
  • Track expenses and predict future costs;
  • Monitor project progress and address potential issues;
  • Coordinate quality controls to ensure deliverables meet requirements;
  • Perform timekeeping for assigned projects and record project progress;
  • Assist with billing preparation for assigned projects;
  • Measure and report on project performance;
  • Coordinate meetings for Project Managers including scheduling, booking resources, compiling required materials;
  • Maintain and update various contact, distribution and equipment lists for the department;
  • Create and maintain comprehensive project documentation, plans and reports;
  • Act as the point of contact and communicate project status adequately to all participants;
  • Overall perform duties in a safe manner;
  • Copying, Scanning, Filing, general administrative tasks in support of various departments.
Knowledge and Skills: 
  • Exceptional time-management and organizational skills;
  • Strong interpersonal skills;
  • Excellent customer service skills dealing with customers and building owners over the phone;
  • Ability to coordinate effectively with remote field management and technical staff;
  • Self-disciplined, motivated and organized;
  • Previous telecommunications experience and Blueprint reading an asset;
  • Engineering administration experience considered an asset;
Experience Required: 
  • 1-2 years supporting Project Managers in the delivery of construction projects;
  • Proficient in MS Office (specifically Excel) and experience with MS Project or other PM software would be an asset;
  • Previous site or field based administrative experience or telecom specific project exposure highly regarded;
  • Completion of some post-secondary course work in administration or previous experience in a similar role;
  • Solid keyboarding skills with the attention to detail to find and correct errors in documents;
  • Strong problem solving, verbal and written communication skills;
  • Ability to work independently, manage multiple tasks and set priorities;
  • Capable of understanding and following written procedures.
Additional Requirements: 
  • The successful candidate will be required to pass a criminal record check
Compensation and Benefits: 
  • Competitive compensation based on experience and skill level;
  • 50% employer paid comprehensive group benefits (health, dental, vision, insurance);
  • Group Life Insurance;
  • Employee & Family Assistance Program (EFAP);
  • Employee Referral Program;
  • Free on-site parking;
  • Company discounts;
  • Company-Matched RRSP.