Project Administrator

Role Overview

This position is based in Calgary, Kamloops, Prince George, or Fort St John with a hybrid working schedule. It involves varied administrative duties supporting projects with a focus on financial oversight, community engagement, compliance, and team assistance.

Financial Administration

• Responsible for managing purchase orders through their lifecycle to ensure procurement processes and budget controls are effective and timely.
• Monitor budgets and generate reports on expenses for transparency and accountability within teams and projects.
• Handle payment request submissions, track their progress, and rectify any inconsistencies.
• Oversee management of team expense reports.

Support in Corporate Citizenship and Event Coordination

• Assist in sponsorship applications supporting local and Indigenous groups by guiding external applicants and internal colleagues through the corporate citizenship application process.
• Organize community events to improve engagement and strengthen brand reputation.
• Manage inventory and ordering of promotional materials and branded merchandise for events.
• Coordinate event logistics including hotel bookings, catering, venues, and related payments.

Compliance and Record Management

• Arrange regulatory notifications to maintain legal compliance standards.
• Review and update engagement logs ensuring record accuracy for reporting purposes.
• Manage meeting minutes by coordinating with employees and consultants for prompt review, finalization, and distribution.
• Support maintenance of the team SharePoint site and administrative record keeping.

Team Support Functions

• Monitor and prioritize communications received through the BC Projects inbox and toll-free number.
• Maintain shared team calendars and manage access permissions for the SharePoint site.
• Responsible for submitting and managing vendor onboarding processes.
• Work collaboratively with internal project teams, external consultants, and the Community and Indigenous engagement team.
• Participate regularly in weekly project meetings, monthly team meetings, and ad hoc event planning sessions.
• Assist with travel arrangements, meeting coordination, and expense reporting for the BC CIE leadership group comprising managers and supervisors.

Candidate Qualifications and Skills

• Possess relevant education complemented by at least three years of experience in administrative roles or an equivalent combination of education and work experience.
• Proficient user of Microsoft Office Suite, SharePoint, Internet research tools, email platforms and general computer operations.
• Excellent interpersonal and communication capabilities with strong organizational and planning aptitude.
• Quick to learn new tasks and efficient in their execution.
• Self-driven and proactive with robust time management skills and the capacity to manage multiple competing priorities.
• Capable of maintaining productivity despite frequent interruptions and minimal supervision.