Junior Administrator, Capital Expenditures and Energy Management

Reporting to the Senior Project Coordinator, the Junior Administrator is responsible for overseeing and managing residential development projects including timelines, schedules, notifications, approval processes, contracts, etc.

Duties and Responsibilities

• Work closely with Project Managers, coordinating schedules, communicating project progress, and assisting with documents and processes.
• Participate in tender and contract preparation-coordinate tender receipt and opening.
• Implement and maintain Project Management procedures and processes: forms, approvals, submissions.
• Assist to ensure construction timelines are up to date and in accordance with project notifications.
• Communicate with vendors on an ongoing basis: site-related coordination, invoices, POs, payments, permit applications.
• Ensure the issue of close-out checklist and submission of close-out documents.
• Communicate with property management companies on a daily basis.
• Ensure execution of proper documentation and processes for every project.
• Receive invoices, cert pays, and prepare them for approval and payment processing.
• Monitor and issue tenant notifications to Property Managers. Issue purchase orders.
• Maintain regular status reports by updating the project database.
• Develop and deliver service standards to suppliers, contractors, and consultants.
• Contact new vendors, collect vendor information for the system setup.
• Monitor construction timelines and provide timely updates to properties.
• Implement processes and forms to establish smooth reporting by Project Managers.
• Assist team members with any training and use of implemented processes and programs.
• Organize and plan meetings, prepare agendas, and meeting minutes.
• Other duties within the scope, spirit, and purpose of the job, as requested by management.

Requirements

• Proficiency in Microsoft Office (Word, Excel, Access), Outlook, MS Project.
• Strong communication skills (listening, verbal, and written).