Project Administrator

• Location: VICTORIA, British Columbia
• Type: Contract
• Job #12309

MatchBox Consulting Group is currently seeking a Project Administrator  (5 Month Contract role)  at a public sector client of ours located in Victoria. This role is on-site 4 days per week in the clients Victoria, BC office.

Pay Rate: $40.00 to $50.00/hour

Scope of Duties
 

• Supports the Project Manager and provide project support as required and process guidance to ensure compliance with accepted standards.
• Coordinates project activities, including scheduling meetings and workshops, preparing agendas, and material distribution.
• Supports the project artifacts including plans and logs as necessary.
• Formatting support to ensure that project documentation is complete, accurate, and up to date.
• Provide administrative support to the project team, including managing project-related correspondence and organizing files.
• Provide support in contractual aspects related to the project, such as working with Procurement to development of Statement of Work, purchase orders, price quotes and other contractual materials.
• Supports department with scheduling meetings, coordinating boardroom bookings and reservations for external event venues.
• Coordinates department/branch-level training, including but not limited to working directly with training vendor, working with Technology (if required), scheduling, boardroom bookings, testing technology with training vendor, etc.
• Onboards new hires/contractors by ensuring new hire/contractor seating is assigned, coordinating clean up and supporting internal moves/reconfiguration, if need be, and generating first-day welcome correspondence.
• Provides registration support for conferences and courses for department, including but not limited to completing spend authorization, registering with the vendor and expense reconciliation/reimbursement.
• Provides travel coordination support for department, including but not limited to completing spend authorization, finalizing travel with employee/vendor, reviewing travel requirements and expense reconciliation/reimbursement.
• Assists with onboarding/extension/offboarding contractors and agency workers process and maintain up to date information on Smartsheet and filing system for tracking purposes.
• General upkeep of Finance department, including but not limited communication distribution, maintaining distribution lists (Outlook and MS Teams membership), and Finance SharePoint Online site.
• Perform other duties as assigned by the Project Manager or Executive Assistant, SVP Finance & CFO.

Must Haves
 

• Post-secondary education in Business Administration or equivalent area of study, and 3+ years’ experience providing administrative support in a corporate business environment. A combination of education and experience may be considered for the right candidate.
• Service-oriented mindset, strong work ethic and attention to detail, with the ability to manage a high volume of priorities and deadlines.
• Highly adaptable and confident working in a fast-paced environment; ability to multi-task in reaction to changing priorities.
• Strong organizational and time management skills.
• Work collaboratively in a team environment as well as able to excel independently.
• A professional and discreet manner, using tact, diplomacy, discretion, and maintaining confidentiality at all times.
• Sound judgment and problem-solving skills; ability to handle high pressure situations.
• Excellent written and verbal communication skills.
• Experience in project coordination or project management.
• Comprehensive knowledge of office practices and procedures; proficiency in Microsoft 365, Adobe Acrobat, Workday, Smartsheet and other common office software applications.
• Ability to maintain strong working relationships with internal staff as well as external vendors.

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

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About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com