Length of Assignment:
Who We Are
BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia.
Further information is available at www.bgis.com
Why Choose BGIS?
Whether you’re a seasoned professional or a recent graduate, we hire the best and brightest to inspire change for a sustainable future and drive innovation through best practices and technology within our communities and the real estate management services industry.
At BGIS, you will be part of a diverse, team-oriented workplace, with opportunities to drive your career development forward. Our goal is to ensure that our workforce is a reflection of the diversity that exists within the community in which we operate and serve. We offer a competitive and value-driven compensation and benefits package, great employee programs, a healthy work life balance, and more. Join our team and become part of a leading global corporate real estate company today!
The Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.
The diversity of projects carried out by the Design and Project Delivery Services group in a wide range of industries – retail, commercial, institutional and industrial – makes this position an exciting opportunity to be involved in different construction models, have exposure to a variety of stakeholder interests, deepen your knowledge base and advance your career. You will be part of a Project Management team delivering services that span across all project phases, from workplace planning to pre-construction and design development, to management of construction. With 4,500+ projects managed per year, 160+ team members and $450M+ delivered annually, our group delivers projects across Canada, from small infrastructure upgrades to tenant fit-ups through to major consolidations and new builds, to energy retrofits and critical environments.
KEY DUTIES & RESPONSIBILITIES
Project Set Up
Inputs project information into databases and completes project set up process
Project Tracking and Documentation
Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
Project Financial Administration
Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
Executes the purchase order process.
Reconciles purchase orders to invoices to ensure accuracy.
Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
Reviews and communicates risks to Project Managers.
Project Close Out Administration
Executes project close out requirements.
Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensure all invoices are paid.
Reviews and reconciles actual project expenses against cost estimates.
Other duties as assigned.
MINIMUM EDUCATION: Community college diploma or equivalent training (e.g. RPA, CET)
JOB-RELATED EXPERIENCE: More than one year up to three years
Knowledge & Skills
Community college diploma
1 to 3 years of project administration or administrative work experience
Strong administrative and organizational skills
Ability to provide project administration support
Ability to maintain accurate data
Strong attention to detail and data accuracy
Ability to extract and compile data into reports
Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with the ability to quickly learn new applications
Licenses and/or Professional Accreditation
Demonstrates an interest in pursuing Project Management Institute Accreditation