Project Administrator

This is a fully remote position, open to applicants in Canada.

📋 Description

• Gather, prepare, and input timesheets.

• Assist with the everyday operations of project staff.

• Reconcile Daily Reports with Timesheets and supporting documentation.

• Confirm that Timesheets and expense documentation receive approval from the Project Manager.

• Aid in the preparation of weekly and monthly reports.

• Oversee the onboarding and mobilization of new employees, including scheduling safety training and D&A tests.

• Maintain digital project files and logs of project correspondence.

• Prepare and distribute specific project transmittals through the Project Manager.

• Support the implementation of project coding.

• Utilize client billing portals for uploads, data reconciliation, time entry, job coding, cost tracking, and labor/equipment reporting.

• Generate reports that assist with project controls, payroll, and project accounting.

• Update the DTC Database as necessary.

• Create operational reports, which include manpower, job cost, and labor cost reports.

• Prepare daily LEMs and send them to the client for approval.

• Monitor daily labor and equipment usage while reviewing job cost codes.

• Coordinate site access badges, vehicle passes, ETMP requests, flights, and camp logistics.

• Complete and disseminate project correspondence, records, and reports.

• Cultivate and sustain working relationships with project stakeholders.

• Uphold OCL’s Statement of Values and engage in continuous process improvement.

• Advocate for OCL’s “Doing the Job Right” philosophy to clients and the workforce.

⛳️ Requirements

• A minimum of 5 years of experience in an administrative or project coordination capacity.

• Business Administration Diploma or equivalent post-secondary education; a degree is advantageous.

• Strong grasp of project documentation, daily reporting, and cost tracking methodologies.

• Experience in project accounting, encompassing cost tracking, reconciliations, and reporting.

• Proficiency in using client billing portals and DTC/InEight Billings systems.

• Experience in supporting field-based teams with time entry, payroll assistance, and onboarding logistics.

• Familiarity with LEMs, job cost codes, and labor/equipment tracking.

• Advanced skills in Microsoft Excel, including pivot tables, formulas, and data validation.

• Experience with Google Sheets, Google Workspace, document control software, and shared drives.

• Exceptional organizational abilities, time management, and attention to detail.

• Strong written and verbal communication capabilities.

• Capacity to prioritize tasks in a dynamic environment with changing deadlines.

• Ability to work independently in a remote setting following training.

• Strong problem-solving skills and proactive initiative.

• Knowledge of construction processes, terminology, and the project lifecycle is a plus.

• Experience with site access systems, travel logistics, and mobilization coordination is beneficial.

• Must be legally authorized to work in Canada.

• Availability during standard business hours is required.

• If necessary to work on-site, completion of a pre-access drug and alcohol test is mandatory.

• Willingness to transition from office-based training to remote work.

• Potential availability for a future large, site-based project.

🏝️ Benefits

• Weekly Pay.

• Company bonus based on overall company performance.

• Flex credits of $7000 per year that can be allocated to a healthcare spending account and/or RRSPs.

• 100% drug coverage.

• Long-term disability, AD&D, life insurance, and dependent life insurance.

• Paid vacation.

• Cell phone allowance or a company-provided cell phone.

• A company-provided laptop.

• Flexible working hours.

• Opportunity to transition from a part-time to a full-time role.