Project Administrator

Convergint Technologies Ltd - Mississauga, ON (26 days ago)

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Convergint Technologies is a global industry-leading organization that designs, installs, and services integrated building systems including electronic security, fire alarm, and life safety systems. To learn more about Convergint, visit

We are currently recruiting for a Project Administrator to join our team in Mississauga, ON for a maternity leave contract. The Project Administrator provides support, advice, resources and guidance to clients, contractors and Convergint staff in matters pertaining to pre-bid sales, project management, project execution and project close-out processes and procedures. This role works under the direction of the Operations Supervisor and supports Project Managers to assist in driving projects to successful completion. This role will begin in January 2020 for the right candidate.

Main Job Responsibilities:
Assist with project delivery and construction phase administration files and documents throughout the project life cycle including: fee letters, design contracts, project correspondence, bid/ scope packages, specifications, schedules, construction contracts, shop drawings, RFI, site instructions, change orders, building permits, invoices, projected revenue reports, staffing reports, document retention etc.
Act as central information source by maintaining and distributing project details e.g. contract details/organization charts.
Work closely with the Project Leads and Project Manager to create work plan, project schedule, and WIP and PMR updates in MS projects and Excel.
Work with the Senior Operations Assistant and Business Development Executive teams to develop and maintain the account policy and procedures. Ensure all team members follow defined processes.
Follow up with project team members on open issue logs and unresolved project tasks including Pre-Bid action items.
Administer project setup and collaborate MS Project with the Project Manager.
Assist in the distribution of project cost reports to responsible parties and help
coordinate the validation and potential correction of costs incurred.
Research, compile, process and coordinate project data e.g. data entry, report generation, metrics collection.
Organize, administer, and maintain project portal, electronic, and hard copy filing systems in accordance with Convergint’s record retention policies and procedures.
Work with the Project Manager and Accounts Receivable team for the preparation, coordination, analysis and tracking of client invoices and variances.
Using the Spectrum system and download project costs and commitments.
Prepare Purchase Requisitions that will be converted into PO's and action through to Purchasing.
Acts as “our customer’s best service provider” at all times thereby ensuring Convergint Technologies is the customer’s first choice for service.

Key Knowledge, Skills and Experience:
Diploma and/or degree in Business Administration, Project Management certification or related experience required.
Engineering, construction or industry related experience in a contract and/or project management administrative support capacity
Minimum of three years of direct project/contract administration experience.
Experience working in a multi-discipline project team.
Experience in Industrial related projects.
Excellent verbal, written and interpersonal communication skills and ability to deal with a wide cross section of people both internal and external to the business
Strong attention to detail.
Advanced computer skills - Word / Excel / PowerPoint / Visio/ MS Project
Excellent organizational skills and the ability to handle multiple projects tasks simultaneously within tight deadlines.
Strong analytical skills necessary to resolve problems and look for solutions
Strong financial analytical skills including cost control

Convergint Technologies LTD is an Equal Opportunity Employer and welcomes applications from candidates, regardless of race, national or ethnic origin, colour, religion, sex, age or mental or physical disability. Accommodations are available on request for candidates taking part in all stages of the recruitment process.

We have a great company culture, engage in Corporate Social Responsibility, work hard, and promote fun & laughter on a daily basis.