Were hiring! Join our NGM Finance team as a Project Administrator and help keep our projects organized accurate and moving forward.
This Project Administrator role is ideal for someone who thrives on organization enjoys working across multiple teams and knows that the details matter. Youll support essential project and financial activities including project setup purchasing invoicing budget maintenance project reviews and close-out.
As our Project Administrator youll work closely with Finance Operations Accounting Purchasing and project delivery teams taking ownership of administrative workflows and helping identify missing information approval delays exceptions and financial risks before they become roadblocks.
What Youll Do:
The Project Administrator supports the NGM Finance team by maintaining accurate project and financial records coordinating routine administrative workflows and preparing documentation required for project setup purchasing invoicing budget maintenance project review and close-out.
This role works closely with the NGM Finance Project Manager Project Coordinators Project Analyst Operations Accounting Purchasing and project delivery teams. The position owns assigned administrative tasks follows established controls and service timelines and promptly escalates missing information exceptions financial risks or approval delays.
Responsibilities:
- Maintain accurate project information financial support records trackers and supporting documentation throughout the project lifecycle.
- Support project setup and job-creation activities by validating required intake information coding customer details scope references budgets and approvals.
- Prepare and coordinate purchase requisitions purchase orders and related supporting documents in accordance with approved scope and budget.
- Support invoice verification by confirming purchase-order validity completion evidence project budget availability coding and required approvals before submission.
- Prepare customer invoicing support packages track invoice status and follow up on missing schedules of values acceptance evidence purchase orders or other billing requirements.
- Update assigned project budgets change-order records cost reclassification support and financial trackers using approved source documentation and direction from the Project Manager or Project Coordinator.
- Support recurring project reviews by assembling revenue cost margin billed unbilled deferred forecast and action-item information from approved reports and systems.
- Monitor assigned outstanding items aging balances unbilled items data gaps and administrative exceptions; document follow-up actions owners and due dates.
- Perform completeness and accuracy checks on project records invoice packages purchase-order support budget updates and close-out documentation.
- Maintain organized project files in SharePoint Teams ShareFile or other approved document-management systems using required naming conventions metadata version control and access controls.
- Record approvals decisions comments evidence and status updates so that project and financial records are complete and audit ready.
- Coordinate with Accounting Purchasing Operations Project Managers Project Coordinators and other internal teams to resolve routine administrative and financial-processing issues.
- Prepare regular status reports task lists reconciliation support and exception summaries for the NGM Finance team.
- Participate in project and finance meetings capture assigned actions and provide factual status updates on administrative deliverables.
- Follow NGM Finance procedures approval requirements data-handling expectations and internal controls; do not process unsupported changes or approvals.
- Identify missing documentation unusual balances duplicated records coding concerns or process delays and escalate them to the appropriate owner.
- Support month-end and period-close activities by completing assigned reconciliations document follow-up data validation and filing within established deadlines.
- Assist with continuous improvement of NGM Finance templates trackers SharePoint libraries Microsoft Lists and administrative workflows.
Qualifications:
- One or more years of relevant experience in project administration finance administration purchasing billing document control or a related role is preferred.
- Post-secondary education in business administration accounting finance project administration or an equivalent combination of education and experience is preferred.
- Robust written and verbal communication skills in English.
- Proficiency in Microsoft 365 particularly Excel Outlook Word Teams and SharePoint.
- Working Excel skills including data entry filtering sorting lookups basic formulas and pivot tables are preferred.
- Experience maintaining structured records trackers document libraries or workflow lists is preferred.
- Experience with purchase orders invoice support project budgets reconciliations or financial systems is considered an asset.
- Ability to learn proprietary project financial reporting and document-management systems.
- Ability to interpret project identifiers coding approval evidence invoices purchase-order support and routine financial reports.
Personal Qualities:
- Detail oriented - consistently produces accurate complete and traceable work.
- Organized - manages multiple files deadlines follow-ups and priorities in a structured manner.
- Accountable - owns assigned tasks follows through and escalates barriers early.
- Analytical - identifies inconsistencies missing information and unusual project or financial data.
- Process disciplined - follows documented procedures approval requirements and internal controls.
- Collaborative - works effectively with Finance Accounting Purchasing Operations and project delivery teams.
- Communicative - provides clear written and verbal updates and asks focused questions when information is incomplete.
- Adaptable - works effectively in a fast-paced environment with changing priorities and period-close deadlines.
- Confidential - handles financial employee customer and vendor information appropriately.
- Continuous-improvement minded - looks for practical ways to improve data quality documentation and administrative flow.
- Mentoring ability to collaborate and assist others in learning the technical aspects of the role; and
Working Conditions:
- Hybrid work arrangement consisting of three remote workdays and two in-office workdays per week in accordance with company and team requirements.
- 40 hours per week generally Monday through Friday 8:00 a.m. to 4:30 p.m.
- Extended focus may be required during month-end period close billing deadlines or other peak processing periods.
- Limited local travel may be required for meetings training or document coordination.
This is a fixed-term contract position. While future opportunities may arise continued employment beyond the contract term is not guaranteed.
Why Work for AFL Integria
AFL Integria a division of AFL Global delivers engineering construction and connectivity solutions across Canada and North America.
Join a collaborative team committed to safety quality innovation and continuous learning while gaining valuable experience in the telecommunications industry.
What We Offer
- Hands-on training and professional development opportunities.
- A supportive diverse and collaborative team environment.
- Hybrid work arrangements.
- Opportunities to expand your skills and gain valuable industry experience.
Ready to Join Us
If youre organized detail-oriented and eager to grow your skills in project and financial administration wed love to hear from you!
AFL Integria is an equal opportunity employer committed to diversity and inclusion. We welcome applicants from all backgrounds and provide reasonable accommodations throughout the recruitment process. For accommodation requests please contact .