Project Administrator (6 month Term)
Fuller Austin Inc. - Fort McMurray, AB

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Reports to: Project Manager.

Objective: To gather, record and process data/documentation related to a project's labour, material, equipment for payroll, accounts payable and accounts receivable. Administrative support for safety, quality, project reporting and general office functions when required.

Responsibilities and Accountabilities:

Data Entry and Reporting

  • Enter data required for payroll, accounts receivable and accounts payable for the project site into the company and/or client system including: employee timesheets, equipment time sheets and log books, daily activity reports, travel time, time-off/leaves, holidays, weekly busing schedules and matching supplier invoice with corresponding documentation (packing slips) and cost coding.
  • Consolidate project labour, equipment and materials input data/documentation for head office.
  • Run reports including daily and weekly man hours, project year to date hours, daily force report, camp reports, terminations, transfers, compiling work in progress reports.

Reconciliation/Verification

  • Track equipment usage against the project budget.
  • Reconcile labor hours by verifying timesheets against site timekeeping system(s).
  • Audit project costs and invoices to ensure all applicable reimbursable costs are recorded for monthly billing.
  • Produce client invoice for work completed.

Files and Document Administration

  • Assemble, consolidate, properly label and file all required documents, including personnel files and correspondence.
  • Maintain sign-in and sign-out documentation. Verify with security to maintain a current list of all those working on site.
  • Process sign-on/hire and lay-off/termination documentation and forward to head office.
  • Prepare correspondence and do photocopying.
  • Maintain copies of blank forms, including creating forms and distribute when needed.
  • Manage incoming and outgoing mail.
  • Ensure data and assets are secure and confidentiality is maintained, e.g. locking up, placing information in a secure place in case of fire, etc.
  • Requisition and maintain office supplies.

Technical Skills

  • Two (2) to five (5) years’ experience in administration, preferably in the field on a large heavy industrial construction project.
  • Experience in accounting preferably project accounting.
  • Administration Diploma an asset.
  • Extensive computer experience preferably in all Word packages, and SAP or JD Edwards.
  • Able to create and manipulate databases.
  • Administrative organizational skills and experience in tracking and processing large quantities of documents, which includes understanding the importance of maintaining good, accurate documentation and document management.

Skills and Abilities

  • Able to set priorities and organize work to meet deadlines.
  • Comfortable meeting aggressive internal and external deadlines, without compromise to quality or accuracy of work.
  • Impeccable customer service skills, confidentiality, and professionalism.
  • Detail oriented, self-motivated, and resourceful, with strong time management skills.
  • Highest standard of professional ethics, confidentiality and integrity.
  • Analytical skills; able to analyze large amounts of data/trends and identify problems and root causes.
  • Communication – written and verbal.
  • Administrative organizational skills and experience in tracking and processing large quantities of documents, which includes understanding the importance of maintaining good, accurate documentation and document management.
  • Interpersonal skills and able to deal with a variety of people.
  • Proactive in identifying and mitigating problems.

Key Outcomes

  • Accurate, complete and on-schedule payroll, accounts payable and accounts receivable data and reports maintained on site and provided to head office meeting all deadlines and cut off dates.
  • Data entry and coding into company/client systems is accurate.
  • Files are current, complete, easy to find and organized according to company standards/practices.
  • Confidentiality is maintained.
  • Good business relationships with field staff and head office.

Other:
Location: Fort McMurray (No travel allowance provided – Local candidates preferred)
Shift: 14 and 7, 10hrs/day.
Wage: negotiable. Overtime required.
Start Date: January 13th, 2014.

Fuller Austin Inc. offers industry leading compensation. Interested candidates may apply noting position title in subject line, with resume to the email address provided in the advert. Thank you to all who apply, only those selected for an interview will be contacted. No phone calls please.


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About this company
Fuller Austin is part of the Churchill group of companies and provides mechanical insulation, asbestos abatement, cladding, HVAC, refractory...