Executive Assistant/Project Administrator (Hybrid)

Blue Projects is an international Engineering, Design, and Project/Construction Management firm with multiple offices globally and experience across all industrial manufacturing sectors.

Our core services include Project Management, Construction Management, Design & Engineering, Procurement and Commercial Management, and Health & Safety Management.

We are a passionate team of professionals focused on providing the highest quality value-added services, technical support, and project delivery to our clients and their businesses. For more information, check out our Company website at www.blueprojects.com or find us LinkedIn.

Blue Projects North America is seeking an experienced Executive Assistant/Project Administrator to be responsible for Financial, Administrative, and Project Services support, with additional responsibilities for Business Development and Human Resources support needs in our US and Canada offices.

The ideal candidate must be an out-going self-starter with relevant professional experience. This position provides an opportunity to be a key member of our North American team with a range of responsibilities and growth potential for personal and leadership development.

RESPONSIBILITIES:

  1. Financial / Accounting
  2. Accounts Payable – Invoice processing and filing ensuring that clients are properly billed for goods or services, assisting in the reconciliation of accounts, and paying or receiving payment from vendors and customers.
  3. Account Receivable – Controlling credit and chasing debt, ensure that the correct amounts are collected in a timely manner, verify and record transactions, resolve account discrepancies, and perform other tasks to secure client payments.
  4. Payroll – regular payroll and benefits updates for employees within the company. Issuing and verifying weekly pay and updating payroll data and processing expense requests for the accountant to approve.
  5. Purchasing – Obtains requirements by verifying, preparing, and forwarding purchase orders; verifies receipt of items; authorizes payment. Reviews, updates, and maintains purchase orders until they are closed.
  6. Banking activities for the day-to-day business – process and resolve bank statements every month and balance yearly reports and process all bill payments.
  7. Internal Contract & Order Management· Reviewing planned orders, creates requisitions for purchased items, and manages approval process.
  • Project Services/Administration, Contract Management, and Procurement Support
  • Liaising with third party providers, clients, and suppliers.
  • Updating and maintaining procedural documentation.
  • Ensuring that the project documents issued by the various project team members comply with the project numbering system, keeping historical records of all project documentation, and archiving such on the Project SharePoint and/or online project management software (e.g., Procore, Autodesk BIM360, QuickBooks, MS Office).
  • Controlling all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
  • Registering project documentation in accordance with company procedures and providing documentation to key stakeholders and internal teams.
  • Searching and retrieving technical data files and technical drawings within the Blue Projects’ and client’s database.
  • Collecting, organizing, and maintaining documents, adhering to the company’s document lifecycle procedures
  • Conducting regular review audits to ensure information on all records is accurate and up to date.
  • Archiving inactive records in accordance with the records retention schedule
  • Assisting with file migrations and audits, and perform administrative tasks as needed.
  • Provide full support to the Project Team and department to ensure the smooth running of the department operations.
  • Contract, tender, and order management support:
  • Have overall understanding of the tendering procedures.
  • Preparing tender packages for inquiry, ensuring formatting compliances of the said tendering documents to the Company’s internal procedure.
  • Follow up with the tender inquiry completion, E2E process.
  • Reviewing planned orders, creates requisitions for purchased items, and manages approval process.
  • Reviews, updates, and maintains purchase orders until they are closed.
  • Ensures orders adhere to supplier agreements and contracts, reports non-conformances.
  • Preparing and reviewing business contracts.
  • Maintaining relationships with multiple interfaces (management, client, vendors).
  • Identifies opportunities and implements actions to achieve efficiency of the whole project team.
  • Undertake any ad-hoc admin projects/duties as required.
  • Business Development/ Marketing
  • Researching prospective accounts in target markets.
  • Support development of quotes and proposals for prospective clients.
  • Keep records of sales, revenue, invoices etc. in Salesforce.
  • Present our company to potential clients.
  • Proactively seek new business opportunities in the market.
  • Maintain client relationships and coordinating promotional activities.
  • Human Resources
  • Managing human resource records by keeping accurate, up to date employee files including contracts, performance reviews and benefits forms.
  • Maintaining a human resources information system (HRIS) by tracking and reporting on employee data such as sick days, vacation days, banked overtime and hours worked, to ensure accurate, timely information can be made available to management and staff.
  • Assisting the HR Manager/Director in advising managers and supervisors on legal compliance issues including Employment Standards Act, Workers Compensation Act and Human Rights Code legislations.
  • Assisting the HR Manager/Director in creating new HR policies.
  • Providing recruitment support for managers and supervisors by assisting in creating job postings, interview questions, reference checks and job offers.
  • Aiding and support to employees, while adhering to strict confidentiality.
  • Creating new hire employee letters, packages, and managing the onboarding process.
  • Creating and processing offboarding and employee exiting.

REQUIREMENTS:

Education, Background, Qualifications, and Experience:

  • IT Technical Skills- Software and user support experience with Microsoft Suite, Microsoft SharePoint, Adobe, and online platforms/software tools.
  •  Additional experience with Project Management software such as Procore or Autodesk BIM360, MS Project, SAP, CRM software (e.g., Salesforce) are considered an asset.
  • Candidates must have a high school diploma or 2-year degree with a minimum of 2 years of work experience in a similar capacity for Administrative/Finance & Accounting Assistant, Project Coordinator, or Customer Service type of work.
  • Excellent communication, presentation, and English speaking and writing skills. French or a second language is desirable.
  • Prior experience working in an engineering, contracting, construction, or manufacturing industry is preferred.
  • Affinity for technical subject matter is an asset.
  • Ability to multi-task and work independently as well as in a team.
  • A resourceful, team player who excels at building trusting relationships with customers, suppliers, and colleagues.
  • Professional and pleasant personality with excellent written and verbal communication and interpersonal skills.
  • Multi – talented, proactive, takes initiative, well organized.
  • Able to work fast under pressure with an attention to detail and highly resourceful.
  • Ability to think strategically and assess a situation, seek multiple perspectives, gather more information if necessary, and identify key issues that need to be addressed.
  • Strong analytical, problem solving, and time management skills.
  • Able and willing to travel to client and/or project sites when required.

JOB TYPE

  • Full time

Start date:

  • June 3rd, 2024

Work location

  • Hybrid role with on-site presence at minimum frequency (one or two days/week) at current Blue Projects USA Ltd office in Chicago, Illinois.

WHY CONSIDER BLUE PROJECTS AND THIS OPPORTUNITY:

  • Abundant opportunities to grow professionally within a dynamic and fast-growing international company.
  • A widely varied portfolio of clients and industrial projects.
  • Full-time employment with a competitive compensation package.
  • A fresh and exciting challenge every day!