Hybrid Project Administrator

at Mining Plus

• Job title: Project Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Vancouver, Canada

About the role

• Project Administrator for Mining Plus managing project administration, financial reporting, and client relations in a hybrid role in Vancouver, Canada.

Responsibilities

• Serve as the primary point of contact for project-related inquiries, troubleshooting issues as they arise.
• Assist in tender proposals and provide general administrative support to enhance operational efficiency.
• Manage end-of-month invoicing and financial reporting for assigned projects.
• Create purchase requisitions, process vendor invoices, and coordinate travel and accommodation bookings.
• Maintain contractor travel rosters and update administrative procedures to ensure seamless team coverage.
• Record meeting minutes, manage emails, file documentation, and ensure compliance with internal and regulatory standards.
• Monitor and report on project costs, budgets, and forecasts.
• Assist with project schedule management and monitor project deliverables.
• Ensure all parties meet contractual obligations, timelines, and compliance requirements.
• Manage supplier accounts, verify transactions, and resolve discrepancies with internal and external stakeholders.
• Monitor and ensure accurate maintenance of client and supplier financial records.
• Oversee the preparation, processing, and issuance of client invoices to ensure accuracy and timeliness.
• Manage credit notes, adjustments, and ensure all billing details align with client agreements and internal systems.
• Assist in period-end reporting and support audit processes by ensuring documentation is complete and accurate.
• Manage the creation, approval, and processing of purchase orders, ensuring proper allocation of costs and timely payments.
• Serve as a liaison for client and supplier billing inquiries, providing prompt and accurate responses.
• Book domestic and international travel and accommodation.
• Assist in processing expense claims.
• Perform general admin duties as needed.

Requirements

• Diploma in business, or similar relevant field or 3+ years in related roles in Canada (preferably in mining industries)
• Proficiency with computers and accounting software
• Strong business acumen, including an understanding of project costs, time management, and resource allocation.
• Experience in financial reporting and scheduling, with proficiency in Microsoft Excel.
• Strong interpersonal skills with the ability to engage with professionals at various levels.
• Detail-oriented with excellent administrative, written, and verbal communication skills.
• Problem-solving mindset with the ability to escalate issues when necessary.
• Ability to work independently while also thriving in a team-oriented environment.
• Unrestricted working rights in Canada.

Benefits

• Health insurance
• Retirement plans
• Paid time off
• Flexible work arrangements
• Professional development