Project Administrator Job at Mining Plus (Vancouver)

Job Description

Mining Plus has an opportunity for a full-time Project Administrator to join our team in Vancouver to help our Support Team.

Job Responsibility

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
Work closely with Project Managers and Engineers to align on contract requirements and manage project agreements
Reconcile 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
Support financial reviews, including prepayment and accrual management
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
Coordinate with internal teams to resolve any financial issues and ensure smooth communication
Assist in reviewing, preparing, and administering subcontractor, supplier, and client contracts
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

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