Job Overview
Guldmann Canada is seeking a highly engaged, detail-driven Project Administrator to play a critical role in supporting project execution through accurate, timely, and disciplined management of operational data.
This is not a passive administrative role. We are looking for someone who takes ownership of their work, actively manages order flow, and proactively follows through to completion. You will be responsible for ensuring that all project-related transactions - order entry, invoicing data, and system updates - are executed with precision and aligned with operational and financial requirements.
You will work closely with Project Managers and the Project Controls Analyst as a trusted operational partner - ensuring that data is not only accurate, but actionable and reliable for reporting, decision-making, and project performance.
This role is ideal for a mid-level professional who thrives in a fast-paced, structured environment, brings strong attention to detail, and is motivated to identify issues early, drive follow-up, and continuously improve how work gets done.
DutiesOrder Entry & Transaction Ownership
- Accurately enter and maintain sales and project orders within ERP and project management systems
- Validate all order details (pricing, configurations, quantities, customer data) at the point of entry
- Own order updates, revisions, and corrections end-to-end
Invoicing & Financial Data Support
- Ensure invoice-related data is complete, accurate, and aligned with project and financial requirements
- Support billing readiness by confirming all required data and documentation is in place
- Monitor invoice status and actively follow up to resolve gaps or delays
Active Order Tracking & Follow-Through
- Track orders from entry through fulfillment and invoicing - not just input, but progression
- Proactively follow up on discrepancies, missing details, and delays (internal and external)
- Ensure orders stay on track and escalate risks early
Data Integrity & System Accountability
- Maintain high standards of data accuracy across M3, Basecamp, and Smartsheet
- Validate data before entry and regularly review for errors or gaps
- Take ownership of identifying and escalating inconsistencies
Cross-Functional Coordination
- Support the Project Controls & Operations Analyst with reliable, up-to-date data for reporting and financial tracking
- Partner closely with our Project Managers, Sales, Operations, and Finance to resolve issues quickly
Process Discipline & Continuous Improvement
- Consistently follow established operational processes and workflows
- Maintain organized, audit-ready system records
- Identify inefficiencies, recurring issues, or process gaps and escalate with recommendations
QualificationsExperience
- 2–4 years of experience in operations, order processing, or project administration roles
- Experience working in ERP systems and project-based environments
- Experience in healthcare, construction, equipment, or installation-based industries is an asset
Technical Skills
- Strong proficiency in Microsoft Excel and Office tools
- Experience with M3, Basecamp, Smartsheet, or similar systems is an asset
What We’re Looking For
- High ownership mindset – you don’t wait to be asked; you take initiative and follow through
- Strong attention to detail – you take pride in getting the details right the first time
- Process-driven – you work with structure, consistency, and discipline
- Proactive problem solver – you identify issues early and act on them
- Highly responsive and reliable – you manage your work with appropriate urgency and accountability
- Clear communicator – you collaborate effectively across teams
Why Join Guldmann Canada?
At Guldmann Canada, we are focused on improving patient mobility, safety, and quality of care. This role plays a vital part in ensuring every project is supported by accurate, reliable operational data and strong execution discipline.
You will be part of a growing, evolving national operation where there is real opportunity to contribute, improve processes, and build stronger ways of working.
What Success Looks Like
- Orders and invoices are consistently accurate, complete, and on time
- You actively manage your workload—nothing falls through the cracks
- Issues are identified and addressed early, not after the fact
- Data is reliable and supports operational and financial decision-making
- You are seen as a dependable, proactive partner across teams
Pay: From $56,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
Work Location: In person
