City : Vancouver

Category : Other

Industry : Professional Services

Employer : BGIS

SUMMARY 

The TFMS Project Administrator is accountable for project administration and project financial administration activities, including but not limited to; maintaining project documentation, completing project set up, data management, financial and administration close out requirements.  The TFMS Project Administrator will also support monthly reporting and labor tracking for their assigned studio teams and will provide general administrative support including meeting minute taking, supporting other administrators and coordinators.

KEY DUTIES & RESPONSIBILITIES 

Work Authorization Processing

• Completes documentation required for funding agreements per the direction of the project lead and manages the transmission of documents, required signatures, and receipt of approvals.
• Communicates status to program directors and studio leads on a weekly basis. 

Project Set-Up

• Inputs project information into databases and complete the project setup process.
• Sets up project folders using standard filing conventions.

Project Tracking and Documentation

• Maintains project documentation such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
• Monitors project progress and timelines and prepare status reports to assist with timely project delivery.
• Tracks labor utilization on a project by project basis and notify the project lead of variations from the labor budget.

Project Financial Administration

• Works with relevant stakeholders to collect vendor qualification documentation and ensure vendors are activated and set up within financial systems. 
• Administers the purchase order process. 
• Reconciles purchase orders to invoices to ensure accuracy.

Project Reporting

• Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc. 
• Reviews and communicates risks to Project Leads, Senior Workplace Strategist – TFMO, and Program Directors.

  General Administrative Support

• Records minutes and action logs in project meetings as required by the project lead and distributes accordingly.
• Provides a review of milestone documents to ensure proper formatting and documentation standards. Supports studio team members with compiling of milestone documents and supporting information.
• Transmits all formal deliverables according to the established process.
• Uploads all completed documents into the required systems.

Project Close-Out Administration

• Administers project closeout requirements.
• Gathers and ensures receipt and sign-off of all project documentation.  Files project documentation.
• Ensures receipt of all invoices.  Follows up with vendors where required.  Reconciles purchases to invoices to ensure accuracy and ensure all invoices are paid. 
• Reviews and reconciles actual project expenses against cost estimates. 

KNOWLEDGE & SKILLS

• College diploma. (1-3 years of project administration or administrative work experience)
• Effective communication skills with proven ability to communicate clearly with others for the purpose of data exchange, clarification, and follow up with new applications.
• English / French bilingual is an asset.
• Administrative and organizational skills along with related administrative work experience. (experience in customer service and client-facing activities)
• Data and documentation abilities and experience, with strong attention to detail and data accuracy. (proven ability and experience in generating and compiling data into reports)
• Able to work as a team and in a self-directed manner on individual tasks. (able to meet requirements for Federal Security Clearance)
• Computer proficiency – proficient in and experience with MS Office suite of applications along with proven ability to quickly learn new applications. 

Licenses and/or Professional Accreditation

• None required