The Project Administrator is a vital role for MacKay Contracting Ltd. to perform a variety of administrative duties to support the Sparwood Management team and occasionally Cranbrook headquarters in creating efficiency and effectiveness for our project teams, co-workers and clients. This position is also responsible for the cleanliness of the office environment.

Location & Hours:

This role will be located at our office in Sparwood, B.C. and will have regularly scheduled hours of Monday-Friday, 8:00 a.m. 5:00 p.m. Alteration to the shift schedule on a payroll week (every other week) is required (Friday off, work Saturday). There may be occasion(s) where overtime may be required, but is not expected to make up a major component of the role.

Responsibilities & Duties:

Office Administrator:

• Office management during set office hours (currently set as Monday-Friday, 8am-5pm)
• Phone management
• Calendar management
• E-mail management
• Training matrix management
• Office supplies and furniture management
• BambooHR and SiteDocs administration
• Timesheet tracking, monitoring and entry for all active projects
• P2W (Permits to Work) submissions based on management team's weekly personnel schedule
• Accounts Payable and Accounts Receivables reconciliation specific to Sparwood projects
• Maintenance of office equipment and troubleshoot with I.T. when required
• Project cost tracking, including but not limited to, invoicing, P.O. usage, review and approval of B2W entries, review of Project tracking and billing reports to assist with creation of invoices
• Coordination with management on personnel needs and communicate to H.R by means of Personnel Requisition form
• Communication with H.R. Department regarding personnel leave, including forwarding of related email/text messages
• Assist Safety Advisor with document control, scanning and electronic filing of training records
• Assist with Environment, Health, Safety and Community (EHSC) Work Plan creation
• Assist with printing, scanning and filing, and ensuring necessary copies of documents as requested by the management team are available
  
• Work with Fleet Administration with respect to vehicle/equipment requirements and distribution
• Assisting Cranbrook headquarters with Human Resources, Accounting and Administrative functions
• Additional duties as may be assigned

Qualifications & Skills:

• Position requires a high level of initiative and a positive attitude
• Ability to give and follow both oral and written instructions
• Excellent interpersonal communication skills with internal and external stakeholders at all levels
• Excellent skills in computers, and Microsoft systems including MS Word, Excel, Outlook and Teams
• Must be organized and demonstrate deadline/time management and task management skills
• Consistent attendance and punctuality
• High degree of integrity and honesty in all dealings
• Ability to work in a fast paced, team environment
• Ability to work under pressure
• Ability to work safely without injuring self while completing light/custodial duties
  
• Hold a valid drivers licence with a clean drivers abstract and practice safe driving habits always
• In good physical condition and able to lift minimum 50lbs.
• Flexibility to work overtime and/or weekend shifts, as needed