Job Title

POSITION MANDATE The role of a Project Administrative Coordinator 1 (PAC-1) focuses on supporting project teams by handling administrative tasks, ensuring smooth communication, and maintaining project documentation for one or more projects to expedite project delivery. REPRESENTATIVE DUTIES Project Coordination Supports the development and maintenance of project management documentation and related databases (purchase orders, customer information, budget, applicable paperwork to the department, etc.). Administers and maintains assigned project schedules including coordination of logistics when needed. Assist in maintaining project schedules within established capacities and makes recommendations for workforce planning. Supports the Project Manager, Supervisor, Manager in the planning and scheduling project meetings (kick-off, continuous improvement, etc.). Liaises with department Project Manager, Supervisor, Manager as required. Support safety compliance for self and your colleagues. Identify, document and escalate project risks or issues to Project Managers, Supervisors, Manager. Prepares and reviews draft interim and final invoicing to internal project manager, ensuring all related documentation is complete and accurate, ready for invoicing by Finance department upon project manager approval. Gathers and files relevant project documentation and other content at the close of each project. Tracking progress of Change Management documents and updating budgets as required. Work closely with Project Manager, Supervisor, Manager to identify impacts to the schedule and budget. Monitor the progress of vendor credits to be credited back to a project. Collaborates with procurement team to track materials and ensure timely delivery of project materials and escalates concerns to the Project Manager, departmental Manager/Supervisor. Maintain and organize all project-related documentation, including proposals, permits, and engineering drawings. Attend all required meetings. Administrative Support Manage project correspondence by ensuring emails, memos, and communications are professional, organized, and responded to promptly. Coordinate and schedule meetings, including booking conference rooms, sending calendar invites to both internal and external stakeholders, and preparing necessary materials. Capture detailed meeting minutes ensuring correctness and proper grammar, followed by the distribution to all stakeholders in a timely manner. Data entry, and storage of electronic project files such as maintaining detailed records of electrical permits, inspection reports and project reports. Ensures the continuous improvements are captured in the CI log throughout the projects life cycle. Performs administrative tasks for their department including document preparation, data entry, maintenance, and storage of electronic project files. Receives, compiles, and organizes information using databases, forms, files, and spreadsheets. Document Control for the preparation and distribution of correspondence, reports, forms, presentations, applications, and other documents. Assists Project Manager, Supervisor, Manager with any incoming inquiries pertaining to services, current projects being implemented, billing and/or general coordination of any department related inquiries. Audit purchase orders in preparation for project close. Assists accounts receivable with required documentation. Assists with procurement of materials and supplies for the department. Responsible for the general administration of the assigned projects within the department. Technical Knowledge & Skills Some knowledge of project management activities, approaches, and techniques. Some knowledge of corporate divisions / functions and how they interconnect. Knowledge of Microsoft Office (e.g., Word, PowerPoint, Excel, SharePoint, OneNote, MS Project). EDUCATION AND EXPERIENCE Grade 12 or equivalent and/or a relevant post-secondary certificate. Applied Project Management Certificate Lean 101 Knowledge of project management as well as project coordination and administration of a projects lifecycle. An equivalent combination of education and experience may be considered. ACCOUNTABILITIES Project documentation is well organized, easily accessible, and accurate. Supports the project manager to establish Kick-off meetings and continuous improvement meetings which are scheduled and effective. Administrative support is timely, accurate and relevant to the scope of the work. Required documentation meets quality expectations and standards regarding data entry and/or filing (PO, expenses, budgets, etc.). The incumbents work areas are maintained in a professional and organized manner. Positive and professional relationships and communications with internal and external contacts essential to performing the positions duties are established and maintained. The quality of the work delivered meets expectations. Issues of concern or importance are communicated to the Project Manager, Supervisor or Department Manager in a timely manner.