Senior Project Administrator

ECCC’s Procurement and Contracting Operations require 3.1 Project Administrators Level 3 resources, as and when requested, to act as the first point of contact for the general email inbox, to track, respond to internal client emails, and to maintain, review, and update relevant project information in Environment and Climate Change Contracts portal in SharePoint. Project Administrators are responsible for the review of all submissions made to the Procurement and Contracting division. Each submission requires a thorough review to ensure the supporting documentation is properly submitted before being assigned to a Procurement Officer.

Mandatory requirements

• Must demonstrate five (5) projects experience providing Customer service within an organization in both official langue, within the last ten (10) years;
• Experience providing customer service to internal clients, working in an enabling service (such as finance, accounting, human resources, information technology, and procurement) within the last ten (10) years;
• Experience working in a procurement environment, within the last ten (10) years;
• Experience managing a generic e-mail inbox, reviewing package documentation, and responding to clients within a specified time frame, within the last ten (10) years;

General tasks

• Providing administrative and technical support of a clerical nature as required to procurement teams.
• Review all submitted request through ECCC’s procurement portal.
• Maintain project documentation and records.
• Maintain and monitor Procurement Operations East or/ and West Divisional Log.
• Track procurement project change requests.
• Reject requests with incomplete or missing information.
• Research and locate background information, analyzes, extracts relevant information.
• Perform data searches; record and analyze the results.
• Assist in data collection and compilation.
• Organize data according to user requirements.
• Coordinate the collection of data.
• File or route source documents after entry.
• Prepare source documents for entry.
• Enter data from various sources and formats into the procurement portal according to pre-described format.
• Ensure procurement staff is provided with timely and accurate project information and updates.
• Assist in the preparation and coordination of documentation in response to returns and observations.
• Manage the generic mail box.
• Receive incoming electronic mail, prioritizes, assesses urgency.
• Store incoming emails in subfolders for either Operations East or West.
• Forward email to senior Procurement officer;
• Assist client with generic questions surrounding submissions of procurement project and what is required.
• Communicate with client and procurement officers on administrative matters related to the project.
• Attempt to resolve simple problems and following established procedures for more difficult problems.
• Maintain procedures to ensure that information and files are managed in accordance with department and government standards and directives