POSITION MANDATE

The role of a Project Administrative Coordinator 1 (PAC-1) focuses on supporting project teams by handling administrative tasks, ensuring smooth communication, and maintaining project documentation for one or more projects to expedite project delivery.

REPRESENTATIVE DUTIES

Project Coordination

• Supports the development and maintenance of project management documentation and related databases (purchase orders, customer information, budget, applicable paperwork to the department, etc.).
• Administers and maintains assigned project schedules including coordination of logistics when needed.
• Assist in maintaining project schedules within established capacities and makes recommendations for workforce planning.
• Supports the Project Manager, Supervisor, Manager in the planning and scheduling project meetings (kick-off, continuous improvement, etc.).
• Liaises with department Project Manager, Supervisor, Manager as required.
• Support safety compliance for self and your colleagues.
• Identify, document and escalate project risks or issues to Project Managers, Supervisors, Manager.
• Prepares and reviews draft interim and final invoicing to internal project manager, ensuring all related documentation is complete and accurate, ready for invoicing by Finance department upon project manager approval.
• Gathers and files relevant project documentation and other content at the close of each project.
• Tracking progress of Change Management documents and updating budgets as required.
• Work closely with Project Manager, Supervisor, Manager to identify impacts to the schedule and budget.
• Monitor the progress of vendor credits to be credited back to a project.
• Collaborates with procurement team to track materials and ensure timely delivery of project materials and escalates concerns to the Project Manager, departmental Manager/Supervisor.
• Maintain and organize all project-related documentation, including proposals, permits, and engineering drawings.
• Attend all required meetings.

Administrative Support

• Manage project correspondence by ensuring emails, memos, and communications are professional, organized, and responded to promptly.
• Coordinate and schedule meetings, including booking conference rooms, sending calendar invites to both internal and external stakeholders, and preparing necessary materials.
• Capture detailed meeting minutes ensuring correctness and proper grammar, followed by the distribution to all stakeholders in a timely manner.
• Data entry, and storage of electronic project files such as maintaining detailed records of electrical permits, inspection reports and project reports.
• Ensures the continuous improvements are captured in the CI log throughout the project’s life cycle.
• Performs administrative tasks for their department including document preparation, data entry, maintenance, and storage of electronic project files.
• Receives, compiles, and organizes information using databases, forms, files, and spreadsheets.
• Document Control for the preparation and distribution of correspondence, reports, forms, presentations, applications, and other documents.
• Assists Project Manager, Supervisor, Manager with any incoming inquiries pertaining to services, current projects being implemented, billing and/or general coordination of any department related inquiries.
• Audit purchase orders in preparation for project close.
• Assists accounts receivable with required documentation.
• Assists with procurement of materials and supplies for the department.
• Responsible for the general administration of the assigned projects within the department.

Technical Knowledge & Skills

• Some knowledge of project management activities, approaches, and techniques.
• Some knowledge of corporate divisions / functions and how they interconnect.
• Knowledge of Microsoft Office (e.g., Word, PowerPoint, Excel, SharePoint, OneNote, MS Project).

EDUCATION AND EXPERIENCE

• Grade 12 or equivalent and/or a relevant post-secondary certificate.
• Applied Project Management Certificate
• Lean 101
• Knowledge of project management as well as project coordination and administration of a project’s lifecycle.
• An equivalent combination of education and experience may be considered.

ACCOUNTABILITIES

• Project documentation is well organized, easily accessible, and accurate.
• Supports the project manager to establish Kick-off meetings and continuous improvement meetings which are scheduled and effective.
• Administrative support is timely, accurate and relevant to the scope of the work.
• Required documentation meets quality expectations and standards regarding data entry and/or filing (PO, expenses, budgets, etc.).
• The incumbent’s work areas are maintained in a professional and organized manner.
• Positive and professional relationships and communications with internal and external contacts essential to performing the position’s duties are established and maintained.
• The quality of the work delivered meets expectations.
• Issues of concern or importance are communicated to the Project Manager, Supervisor or Department Manager in a timely manner.