KEY DUTIES AND RESPONSIBILITIES
Administrative Support (45%)
- Assists project manager(s) in planning, scheduling, and tracking project milestones.
- Maintains and updates project timelines, deliverables, and progress reports.
- Creates as may be required dashboards or reports for budget, schedule, and performance monitoring.
- Supports risk management activities by monitoring potential delays and issues. Follows up as needed with various teams and individuals to ensure project timelines are being met. Flags any issues for the project manager.
- Schedules and follows up on all meeting-related activities.
- Ensures that minutes of meetings are taken, completed, and circulated.
- Ensures that processes are in place for all invoicing activities.
- Completes document retention and filing in accordance with project needs and County policies.
- Organizes and maintains overall project files, including contracts, reports, and approvals.
- Ensures version control and proper archiving of project documents.
- Prepares summaries and status updates for stakeholders.
Contract Management (25%)
- Liaises with Risk and Procurement Team and County department representatives for execution of contracts and agreements.
- Coordinates communications, supports document drafting, coordinates approvals, execution, ongoing maintenance and amendments of contracts and related project agreements.
- Provides initial review of supplier and service provider contracts to ensure alignment with policy, legislation, insurance, and regulatory requirements.
- Tracks deliverables and key milestones to ensure timely delivery.
- Identifies opportunities and challenges with relationships, quality, and processes and prepare recommendations when necessary.
- Maintains accurate records of contract documentation and correspondence for audit purposes.
- Manages all invoicing and coding for all projects identified within the major industrial project’s portfolio.
- Assists with procurement processes in conjunction with procurement services; determines timelines and solicitation (RFx) methods, assesses potential risks, collaborates with departments to develop evaluation & scoring criteria, finalizes solicitation documents, and advertises.
Invoicing and Financial Reporting (15%)
- Works with Finance to create and maintain project and operating job activity codes to ensure timely, detailed, and accurate reporting in alignment with contract management requirements.
- Works with Finance to monitor ongoing budget expenditures; analyzes variances or trends and prepares detailed statistics reports to track revenue and expenditures as required.
- Assists with financial reporting tools.
- Works with successful contractors to ensure that invoicing and payment are aligned with tenders and documents.
Communication & Coordination (10%)
- Liaises between project managers, third parties, and internal teams to ensure smooth workflow.
- Works with the communications team to ensure they are aware of major milestones and timelines for communicating with the public and external stakeholders.
- Responds to inquiries and provide timely updates to stakeholders.
Other Related Duties (5%)
- Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System return.
