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Job Accountabilities & Related Duties
Administrative Support:
- Maintain project documentation, schedules, and reports.
- Facilitating meetings, prepare agendas, record minutes and distributing meeting notes.
- Track project progress and provide updates to stakeholders.
- Manage administrative tasks and proactive plans related to Permits, Locates, Purchase Orders, Material Tracking, Transmittals/Submittals, Change Requests/Orders, Job Set-up, drawing file updates and Project Reports)
- Assist with estimating and preparation of proposals, as required
- Generate invoices as required and collaborate internally with Accounts Receivable and Payable
- Effectively interface with internal project stakeholders, project managers, fleet, tools, and facilities
- Review and submit weekly timesheets for accuracy
Task Coordination:
- Assign tasks to team members and ensure deadlines are met.
- Communicate project needs and expectations to team members.
Resource Management:
- Monitor and support project resources, including budgets and materials.
- Coordinate resources such as personnel, equipment or materials and work with vendors and suppliers as needed.
Risk and Issue Management:
- Identify potential risks and assist in developing mitigation strategies.
- Address and resolve issues as they arise or escalate to the Project Manger
- Provide support to the Project Manager and Site Management with safety planning and document retention
- Support health, safety and environment procedures and requirements
Reporting:
- Create and distribute project status reports.
- Collect feedback from team members and stakeholders.
- Assist with creating and updating project timelines and deliverables
- Monitor deadlines to ensure activities stay on track
- Liaise with client and subcontractors for weekly update meetings and coordination
- Gather status updates and prepare project reports (daily, weekly, monthly etc.) and provide to the PM
- Ensure timely delivery of project data to the customer and stakeholders at milestones throughout the project
- Prepare construction handover packages and close out documentation
Change Management:
- Carry out and control all project administration, including cost control, schedule control and change order administration
- Work with functional group leads as needed to revise scope and structure as the project progresses and needs of the client/project evolve
Qualifications and Requirements
- Bachelor’s Degree/College Diploma in related field ie: Construction Management, Project Management, Engineering
- Project Management designation [e.g. Project Management Professional (PMP) designation, and/or completion of project management course work preferred but not required
- Minimum three (3) years of Project Coordination and Administration experience, in the construction or related industry
- High voltage industry and trade knowledge experience is an asset
- Proficient use of Project Management Software ie: MS Projects
- Strong understanding of project and program management
- Highly organized with the ability to multitask and work under tight deadlines
- Risk management theory and techniques for measuring management project risk
- Understanding of project lifecycle types and where they apply
- Excellent planning, analytical and organizational skills
- Ability to organize and work effectively with teams and clients
- Ability to accurately and effectively manage and analyze large volumes of information
- Ability to explain and defend decisions relating to assigned projects
- Ability to maintain confidentiality and effectively deal with sensitive information
- Strong client focus and the ability to work with employees at all levels
- Ability to interpret blueprints and drawings
- Knowledge of relevant design standards, industry accepted standards, codes, regulations and requirements
- Ability to analyze and problem solve
- Ability to learn and work in a ERP system ie: Sage
- Familiar with and sound understanding of Project Management principle and practices
The K-Line Group is an equal opportunity employer. Upon request, accommodation will be provided for persons with disabilities through all stages of the recruitment and selection process.
We thank all applicants for their interest in this opportunity. Only those candidates who are selected for the interview will be contacted.
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