Project Administrator

Role Overview

• Serve as the primary point of contact for project-related inquiries, troubleshooting issues as they arise
• Assist in tender proposals and provide general administrative support to enhance operational efficiency
• Manage end-of-month invoicing and financial reporting for assigned projects
• Create purchase requisitions, process vendor invoices, and coordinate travel and accommodation bookings
• Maintain contractor travel rosters and update administrative procedures to ensure seamless team coverage
• Record meeting minutes, manage emails, file documentation, and ensure compliance with internal and regulatory standards
• Monitor and report on project costs, budgets, and forecasts
• Assist with project schedule management and monitor project deliverables
• Ensure all parties meet contractual obligations, timelines, and compliance requirements
• Work closely with Project Managers and Engineers to align on contract requirements and manage project agreements
• Reconcile supplier accounts, verify transactions, and resolve discrepancies with internal and external stakeholders
• Monitor and ensure accurate maintenance of client and supplier financial records
• Oversee the preparation, processing, and issuance of client invoices to ensure accuracy and timeliness
• Manage credit notes, adjustments, and ensure all billing details align with client agreements and internal systems
• Assist in period-end reporting and support audit processes by ensuring documentation is complete and accurate
• Support financial reviews, including prepayment and accrual management
• Manage the creation, approval, and processing of purchase orders, ensuring proper allocation of costs and timely payments
• Serve as a liaison for client and supplier billing inquiries, providing prompt and accurate responses
• Coordinate with internal teams to resolve any financial issues and ensure smooth communication
• Assist in reviewing, preparing, and administering subcontractor, supplier, and client contracts
• Book domestic and international travel and accommodation
• Assist in processing expense claims
• Perform general admin duties as needed

Requirements

• Diploma in business or similar relevant field or 3+ years in related roles in Canada (preferably in mining industries)
• Proficiency with computers and accounting software
• Strong business acumen, including understanding of project costs, time management, and resource allocation
• Experience in financial reporting and scheduling, with proficiency in Microsoft Excel
• Strong interpersonal skills with the ability to engage with professionals at various levels
• Detail-oriented with excellent administrative, written, and verbal communication skills
• Problem-solving mindset with the ability to escalate issues when necessary
• Ability to work independently while also thriving in a team-oriented environment
• Unrestricted working rights in Canada

Benefits

• Flexible work arrangements
• Professional development