Project Administrator

Job Title: Project Administrator

Location: Ottawa, ON

Employment Type: Temporary, with the potential for extension or conversion to a permanent position

Industry: Rail

Compensation: $55K-$70K

Schedule: Monday- Friday - 8 hours/day

About the Opportunity:

Your Future Role

As a Project Administrator, you will provide administrative, document control, and project coordination support to ensure the successful execution of projects. You will work closely with Project Managers and cross-functional teams while supporting contract administration, correspondence management, reporting, and stakeholder communications.

Key Responsibilities:

• Support compliance with Contracts, Claims and Insurance Management (CCIM) requirements and alert the Project Manager to any observed non-conformance.
• Collect, organize and maintain project data to support correspondence management and documentation of project positions.
• Assist with the preparation of documentation and information required for claims and counterclaims activities.
• Maintain records demonstrating compliance with contractual obligations, including performance, delivery dates, quantities, and variations.
• Review and support the management of incoming and outgoing project correspondence.
• Maintain correspondence logs and support KPI reporting activities.
• Establish and maintain centralized project document management systems.
• Assist in gathering information required for variation order proposals and prepare initial drafts for Project Manager review.
• Provide administrative support to the project team, including scheduling meetings, recording meeting minutes, tracking action items, and distributing project-related documentation.
• Escalate issues and project-related concerns that may impact project execution.
• Process indirect purchases through SAP Ariba.
• Support invoicing activities and liaise with internal stakeholders to facilitate project execution.
• Assist with maintaining positive customer relationships and communication.
• Other relevant responsibilities as assigned by manager.

Job Requirements

What You'll Bring:

We value passion and attitude over experience. That's why we don't expect you to have every single skill. Instead, we've listed some that we think will help you succeed and grow in this role:

• College diploma or bachelor's degree in Business Administration, Project Management, Office Administration, or a related field.
• Minimum of 1 year of administrative experience in a similar role.
• Experience with document control and correspondence tracking.
• Experience collecting, organizing, and reporting project-related data.
• Proficiency with Microsoft Office applications, including Excel, Word, and SharePoint.
• Experience working with cross-functional teams and multiple stakeholders.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to analyze information and appropriately escalate concerns or risks.
• Strong attention to detail and ability to work accurately in a fast-paced environment.
• Proactive approach with the ability to manage competing priorities.

Additional Information:

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Acara Solutions is committed to ensuring equal employment opportunities for applicants and employees. We are committed to filling open positions using balanced selection criteria to avoid unlawful discrimination against applicants on the basis of their age, colour, disability, marital status, national origin, gender, gender identity, genetic information, race or racial origin, religion, sexual orientation, or any other status protected or required by law.

Acara Solutions welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates participating in all aspects of the selection process.