Project Coordinator / Office Administrator
JOB SUMMARY:
Detail-oriented and organized professional to support project management activities while ensuring the smooth operation of the office environment. Must be versatile and proactive for this dual role of office manager and project coordinator for effective management of the day-to-day operations while also coordinating and supporting team members on various projects.
KEY RESPONSIBILITIES:
Project Coordination:
Assist in planning, organizing and coordinating project activities.
Collaborate with project managers and engineers to develop project schedules and timelines.
Track project progress to ensure deadlines are met.
Prepare and maintain project documentation per client requirements.
Communication and Correspondence:
Draft and proofread internal and external correspondence.
Maintain effective communication channels within the office by acting as a liaison between project teams and project leads.
Facilitate communication and collaboration amount team members.
Schedule and coordinate team meetings, including updating agendas and minutes. Ensure proper distribution.
Travel Coordination:
Arrange travel and accommodation for project teams.
Track travel expenses for projects and reconcile receipts and expenses. Provide monthly project report.
Documentation and Reporting:
Maintain accurate project documentation and reports.
Generate reports on project status, milestones and key performance indicators.
Financial Administration:
Assist in basic bookkeeping tasks such as invoicing, expense tracking and budget development.
Complete employee payroll as required.
Collect outstanding invoices and provide a monthly accounts receivable report.
Office Administration:
Manage day-to-day administrative tasks to support office operations.
Oversee office supplies, equipment, and maintenance.
Handle incoming and outgoing communications, including emails, phone calls and mail.
Coordinate office events, meetings and conferences.
Ensure the office environment is clean, organized, and safe.
Coordinate with building management for facility-related issues.
QUALIFICATIONS:
Bachelor’s degree in business administration, Office Management, or related field preferred
3 years professional experience in construction or project management related field.
Excellent organization and multitasking skills.
Strong communication and interpersonal skills
Proficient in MS office including word, excel and outlook.
Proficient in QuickBooks
Knowledge of human resources processes preferred.