Gilder Search Group Looking for Senior Project/E.A. and Corporate Services Administrator at Calgary, Alberta, Canada Full Time

Our client, a renewable energy engineering organization specializing in various aspects of utility-scale solar power generation projects in North America and beyond. They have been a part of some of the largest projects in Canada and strives to provide world-class expertise to its growing list of clients.

Due to continuous growth in renewables and a growing project list, they are looking for a talented and enthusiastic new team member to join their dynamic group of experienced individuals. This unique and diverse position will be based in Calgary with some flexibility on working locations/times in the spirit of creating a modern work culture.

Position Description

Reporting to the Human Resources & Corporate Services Manager, the Senior Project and Corporate Services Administrator will be responsible for the company’s project administration and corporate services activities.

Location

This position is in-office (Inglewood) Tuesday to Thursday, with remote work option for Mondays and Fridays.

Responsibilities

Project Administration

• Support Project Controls, including administration of the Project Management software; coordinate with the software provider on any new requirements or issues
• Manage Change Order process and communicate with relevant stakeholders, both internally and externally
• Manage Charge Codes
• Become subject matter expert on internal project management software program
• Create and edit client and corporate documents and templates such as contracts, proposals, presentations, reports, etc.
• Proofread client documents and prepare for final review
• Set up and coordinate new projects and tasks in Project Management software as required
• Prepare client invoices and support tracking of project budget
• Create project reports as required
• Act as point of contact for clients for project administration and respond to client inquiries

Corporate Services Administration

• Complete company’s basic categorization and bookkeeping
• Prepare various reports tracking company’s revenue and expenses
• Tracking and data entry of invoices into accounting system
• Preparing and processing accounts payable payments using company’s banking system
• Track accounts receivable and be the point of contact for clients regarding invoices and payments; notify clients of any overdue payments
• Track subcontractor invoices and ensure billable charges are invoiced to clients accordingly
• Review employee expense claims in accounting system and ensure proper coding for invoicing
• Oversee company accounting inbox and coordinate message distribution are required
• Support acquisitions initiatives for new projects from an administrative perspective
• Oversee company shared email inboxes (info, admin, accounting, etc.) and other communications (phone calls, etc.)
• Provide administrative support to CEO (occasionally returning calls, responding to emails, booking travel, arranging events, performing industry research, etc.)
• Manage, assign and track software licenses and subscriptions, including but not limited to ACAD, MS Projects, Visio, PVsyst, etc.)
• Procure safety gear for employees as required for field visits
• Oversee company’s document control and corporate files on SharePoint
• Manage and update company brochure, including updating team member CV data
• Complete errands and procurement as required
• Work closely with Senior Corporate Administrator and act as back up as required
• Assist with booking travel and conferences
• Assist with planning and coordinating of company events
• Assist with procuring company gifts for employees, contractors and clients as required
• Assist with and act as backup for IT related inquiries
• Assist with and act as backup for office management duties
• Act as back up for procuring necessary IT needs such as equipment, software programs, etc.
• Support company communications including updating company website, LinkedIn, and social media feeds
• Coordinate with external IT and web services on various related matters as required
• Support recruitment process as required, including but not limited to scheduling interviews, posting jobs and sorting applications
• Support Senior Corporate Services Administrator with employee onboarding and offboarding process from an administrative perspective
• Onboard and offboard employees as required from a project administration perspective (ie. provide project management software account set up and training, provide site visit safety information, training on project codes, etc.)
• Track and maintain company and employee industry certifications, including APEGA renewals and fees

Experience

• Bachelor’s degree in Business Administration or comparable
• Minimum 10 years office administration experience
• Minimum 5 years project administration experience
• Experience working in an entrepreneurial environment with a small team considered an asset
• Other equivalent combinations of directly related post-secondary education and directly related experience may be considered

Qualifications/Skills

• Excellent project administration skills with ability to support scheduling, budgeting, reporting and other project management tasks
• Superior organizational skills and attention to detail
• Superior planning and time management skills, with ability to multi-task and manage competing priorities
• Ability to effectively manage change and reprioritize tasks quickly
• Able to exercise independent judgement and discretion, as well as represent the company with the highest degree of professionalism
• Self-starter with ability to assess situations, take initiative and anticipate operational needs
• Excellent written and verbal communication skills
• Adaptable with action-oriented approach, strong work ethic and high integrity
• Ability to effectively work within a team, build trust and strong working relationships both in an in-person and virtual work environment
• Strong capabilities with Microsoft Office 365

Job Requirements

• Valid driver’s license and reliable vehicle
• Ability to occasionally travel within Canada and internationally, including to the US, for industry events and conferences
• Ability to occasionally work outside of regular business hours, as per operational requirements