Program Administrator jobs in Ontario

Overview

Join our dynamic construction team as a Construction Project Administrator and become the vital link that drives project success!

As a Project Administrator, you will be responsible for the financial and administrative functions that keep CSL projects running smoothly, including generating purchase orders, processing invoices, preparing client billings, and managing subcontracts, change orders, and reconciliations. You will work closely with Project Managers and Coordinators to ensure project documentation, cost tracking, and reporting stay accurate and up to date.

Responsibilities:

Financial Administration

• Create and process subcontracts, purchase orders, and change orders in the system.
• Ensure subcontractor invoicing complies with CSL and project requirements.
• Process AP and AR invoices and payments in compliance with financial policies and procedures.
• Review cost codes to ensure costs have been entered correctly in the project budget.
• Prepare and maintain reconciliations of project financials on a monthly basis.
• Review project costs weekly/monthly to confirm that costs have been entered and coded correctly.
• Review budgets with the Project Manager to identify overruns or issues with costs (committed vs. uncommitted).
• Assist with month-end closing, AP backup, and payroll backup as needed.

Documentation & Compliance

• Guide the submission, storage, and compliance of subcontractor project start-up documentation (insurance, bonding, internal checklists).
• Maintain project documentation, records, and reports in an organized manner.
• Input and maintain project contact lists, including subcontractors, clients, and consultants.
• Record and distribute meeting minutes for both internal (CSL) and external (subcontractor and client) meetings.

Project Support & Close-Out

• Close out jobs upon project completion.
• Communicate with CSL Project Managers and Coordinators to prioritize administrative tasks as needed.
• Perform ad-hoc duties as required.

Education and Experience:

• Minimum 1-2 years working in a construction-related administrative role.
• Diploma or degree in business administration preferred.
• Basic understanding of the principles of finance, bookkeeping, and accounting.
• Construction knowledge is an asset.
• Excellent communication abilities with a variety of stakeholders.
• Ability to multi-task, prioritize, and work efficiently.
• High organizational and problem-solving skills.
• Proficiency in ERP systems, in particular NetSuite and Procore.
• Entry-level financial analysis and reconciliation ability.
• High degree of accuracy and attention to detail.
• Knowledge of, or willingness to learn, construction budgeting and costing is an asset.
• Ability to work independently and as part of a team.

Working Conditions:

• Primarily office-based at the Collaborative Structures Limited head office in Cambridge, Ontario.
• Seated, sedentary work at a computer for extended periods.
• Physical effort in keyboarding and data entry with a high degree of accuracy.
• Mental concentration required for inputting accurate data into electronic systems.
• Works closely with Project Managers, Project Coordinators, Superintendents, and the Corporate Office on a day-to-day basis.

Compensation:

The salary range for this position is $45,000-75,000, commensurate with experience, along with a comprehensive benefits package. This posting is for an existing vacancy. We are an equal opportunity employer committed to a diverse and inclusive workplace.

Collaborative Structures Limited is committed to providing accommodations for persons with disabilities throughout the recruitment process. If you require an accommodation, please let us know and we will work with you to meet your needs.

Pay: $45,000.00-$75,000.00 per year

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• Profit sharing
• RRSP match
• Vision care

Work Location: In person