Project Administrator

Summary

MatchBox Consulting Group is seeking a Project Administrator on behalf of our client for a 1-year contract supporting a Transmission Project Management team delivering multiple high-voltage transmission projects in Edmonton.

The Project Administrator will provide day-to-day administrative, financial, procurement, and project support to project managers and project teams. This position will play an important role in supporting cost control, invoice and purchase order administration, project documentation, system access, and coordination with vendors and internal stakeholders.

The ideal candidate will have 5+ years of project administration experience, preferably supporting capital, engineering, construction, or utility projects, along with strong experience with invoices, purchase orders, project documentation, and Microsoft Office and SharePoint.

Location: Edmonton, AB
Job Type: Contract – 1 year
Schedule: 7:30 AM – 4:00 PM, Monday to Friday
Work Arrangement: Hybrid

Responsibilities

• Provide day-to-day administrative support to project managers and project teams.

• Support onboarding and offboarding of project personnel and consultants, including coordination of system, hardware, and software access.

• Provide SharePoint administrative support, including access management and document coordination.

• Maintain accurate project documentation, records, and financial information.

• Process, track, review, and reconcile invoices, purchase orders, and financial documentation.

• Review invoices against approved purchase orders and validate progress payment invoices against completed work.

• Process sign-off invoices, holdback release invoices, and lien check documentation.

• Monitor purchase orders to confirm sufficient funding and support approved changes and updates.

• Prepare and submit purchase order requests and monitor POs through close-out.

• Review Accounts Payable on-hold reports and support invoice corrections and receiving.

• Support project budget tracking and cost control through accurate financial record maintenance.

• Provide Oracle system support, including purchase order data review, contract documentation access, fund balance verification, and vendor searches.

• Process vendor registration forms and support vendor setup.

• Support the review of MSAs and contracts for purchase order references and verify change order approvals.

• Communicate with vendors to resolve invoice discrepancies, disputes, and errors.

• Assist with compliance with contractual, regulatory, and internal requirements.

• Monitor adherence to project procedures and administrative controls.

• Provide additional administrative support as required to meet project needs.

Qualifications

• 5+ years of project administration experience.

• Experience supporting capital projects, engineering projects, construction projects, or utility projects.

• Experience processing purchase orders, invoices, and vendor payments.

• Experience maintaining project documentation and records.

• Experience coordinating onboarding and system access requests.

• Proficiency with Microsoft Office Suite.

• Proficiency with SharePoint.

Must-Haves

• 5+ years of relevant project administration experience.

• Project administration experience within capital, engineering, construction, or utility environments.

• Strong experience with purchase orders, invoices, and financial documentation.

• Experience maintaining accurate project records and documentation.

• Proficiency with Microsoft Office and SharePoint.

• Ability to work from the Edmonton office in accordance with the stated work arrangement.

• Strong attention to accuracy, organization, and timely processing of requests.

Nice-to-Haves

• Experience using Oracle ERP for procurement, contract administration, invoice processing, or financial reporting.

• Experience supporting transmission, electrical, or utility infrastructure projects.

• Experience with vendor setup and contract administration.

• Experience with progress payments, holdbacks, lien documentation, and change orders.

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

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About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com