Job Overview
We are seeking a detail-oriented and highly organized Project Administrator who will ensure the site office is organized and will manage all administrative support on our project site(s) in Nova Scotia. This individual will work closely with the entire site management team, field personnel on site, contractors, clients as well as personnel located at MWS Head Office.
The Project Administrator is a key part of the overall success of our project(s) and must adhere to strict timelines as well as the overall engagement and morale of all site personnel. You will positively represent MWS as a knowledgeable, professional and respected brand ambassador.
Responsibilities
- Responsible for all administrative duties at project site(s), including data entry and purchasing office materials.
- Collect daily paperwork from field personnel, enter appropriate data into trackers (Foreman reports, DSBs, LEMs) preparing for next day’s meetings.
- Attend and document morning Foreman meetings, client POD and client EOD meetings, record and distribute/upload meeting minutes.
- Organize and attend project team meetings, record/upload meeting minutes.
- Document action items/decisions from meetings.
- Maintain project site tracker.
- Support the Operations Manager and Project Accountant by coordinating change orders.
- Review all hours and timecards on site through ADP to ensure validity for Payroll department.
- Partner with HR to manage the processing of employee new hires, onboarding, transfers and terminations, verifying completion of all necessary documentation.
- Collaborate with HR to develop and distribute employee evaluations at specific employment intervals.
- Work with HSE team to ensure all personnel have completed and submitted necessary training certificates.
- Assist HSE with all administration and documentation.
- Coordinate with HSE, HR and management tracking all Workers Compensation claims, Modified Duties and Return to Duties.
Requirements
- Proven experience as a Project Administrator or similar role in a professional setting
- Excellent organizational skills with the ability to manage multiple tasks simultaneously
- Strong communication skills, both written and verbal
- Advanced Excel, Microsoft Project and computer skills
- Attention to detail and problem-solving abilities
- Ability to work independently and collaboratively within a team environment
- Business Administration Diploma/Certificate, is preferred but not mandatory
- Strong time management skills with the ability to prioritize effectively
- Valid CSTS 2020 Certification (ACSA/ESE within 3 years)
- Valid WHMIS 2015 Certification (ACSA/ESE within 3 years)
- Completion of First Aid/CPR Training would be considered an asset
- Demonstrate integrity, initiative, work ethic as well as focus on safety and quality of work on a continuous basis
- Effectively contributes to a strong team environment through assisting teammates in accomplishing mutual goals, supporting and promoting team spirit and cooperation
- Must hold a Valid Class 5 Drivers license, and meet MWS Driver Risk Matrix
Working Conditions
- Day Shifts (6:30am - 6:30pm possible)
- 21/7 Rotational Schedule
- Overtime will be required, including working a flexible and variable work scheduled as needed to meet business objectives
- Remote work site
- Sedentary
Pay: $25.00-$28.00 per hour
Benefits:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care
Experience:
- Administrative: 1 year (required)
Work Location: In person
