Project Administrator, Commercial Mechanical

Are you a master organizer who can multi-task in a dynamic, fast-paced environment? Does being a part of an organization that builds and works on complex projects excite you? Do you like being the “go-to” person who supports your team? Take the leap and make your mark at Plan Group !

As a Project Administrator , you will :

• Generate monthly “New Business Report” and summarize for management review.
• Update “Active Job List” and correspond with PM’s on a monthly basis to track project status and completion dates.
• Create monthly ToolWatch reports and distribute to PMs for their acknowledgement and action where required. Track and log PM acknowledgement.
• Ensure compliance with LPR reporting by foreman. Create and distribute regular LPR reports per project.
• Ensure foreman complete and submit two-week-look-ahead forms weekly. Log and record.
• Manage Stabilization fund process, including tracking timesheets, supplier invoices, Consultant Sign-Off letters and submitting packages to Local Unions per project % complete intervals.
• Completes and submits job startup request forms & prepares new job folders on network drives including uploading of estimating files. Complies all required documents (Form 1000, WSIB, COI, Bonding, H&S documents, etc.) at each project start to for submission to client.
• Keep record and log of all active subcontractor regulated documents (Form 1000, WSIB, COI).
• Non-subcontract service providers.
• Prepares and compiles close out documents and coordinates with ECS for As-Built drawing completion.
• Perform line material goods receipt entry in Coupa. Reconcile with original Purchase Requisition.
• Setup user and project profiles in ProCore and enter budget ($,Hr) uploads.
• Update and maintain all latest file templates. Archive obsolete copies, update new templates as directed.
• Schedule and administer Department, Estimating Handover, & Post Construction meetings. Take and distribute minutes.
• Maintains health and Safety training records for department (PMs, Coordinators, Foreman). Advise when training has expired.
• Provide administrative support as required; schedule meetings, manage department files, mail distribution and uniform requests.

Our ideal candidate has :