We’re 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. You’ll support essential project and financial activities including project setup, purchasing, invoicing, budget maintenance, project reviews, and close-out.

A s our Project Administrator, you’ll 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 You'll 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 elevate 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.

📌 Project Admin (Calgary)
🏢 AFL
📍 Calgary