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  • Job reference: RMS0159039

Admin Assistant - Contracts

  • Sector: Commercial
  • Location: St. John's
  • Job type: Contract
  • Date posted: 11/08/2015
  • Time left:
    d h m s
This vacancy has now expired.
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The Company:
Our client, a diverse Canadian Energy Company, plans new developments estimated at $12+ Billion over the next 5 years.

This position is open to Canadian Citizens and Permanent Residents only. Residents of Newfoundland & Labrador will be given first consideration for this position.

The Role:
As an Admin Assistant your main duties will involve:

Assisting the Senior Contract Administrators to support the administration of EPC contracts for ac Substations, HVdc Converter Stations, and Synchronous Condensers and also contracts for Grounding Sites and Telecommunications infrastructure. As part of this function, the incumbent will also be required to interact with Area Managers, Package Leaders, and other key members of the Project Delivery Team.

Work will include recording, preparation, formatting, proof reading, and/or issue of correspondence, minutes of meetings, and other documents and may include the provision and/or review and/or consolidation of comments for status and progress reports, payment certificates, and other contractor submitted documents, under the supervision of the applicable Senior Contract Administrator. The Administrative Assistant - Contracts may also maintain contracts actions lists / registers, prepare periodic summary reports, and similar
tasks as required.

• Maintain electronic and hardcopy filing of contract documents, correspondence (emails and letters to / from Contractor), contractor daily, weekly and monthly reports, invoices, etc.
• Perform word processing, proof reading, filing, scanning, binding, photocopying as required.
• Ensure project documentation processes are followed in issuing correspondence.
• Maintain change management logs (i.e., Change Requests, Change Orders, Site Instructions, Field Work Orders, etc.)
• Participate in meetings with contractors. Record and issue minutes for acceptance by the participants.
• Review and consolidate comments for status and progress reports.
• Review payment certificates submitted by contractors including verification that they meet contractual requirements, that the necessary back up is attached and supports the amounts requested and that the calculations are accurate.
• Maintain the action list / register for each contract utilizing meeting minutes, correspondence, etc.
• Assist in the preparation of reports as required from time to time.
• Support all the team in obtaining contractor deliverables as per contract requirements.
• Participate in the contract close-out process.
• Assist in other duties on an as required basis.

Essential Skills / Qualifications:
As an Admin Assistant you will have experience:
• Proficiency in administrative services with at least 5 years of work experience as an administrative assistant and/or secretary.
• General experience in an office environment is required, with experience working in a project environment and/or specifically with contracts considered a definite asset.
• Demonstrated competency in Microsoft Office Applications (Word, Excel, Access, PowerPoint) and Adobe Acrobat.
• Extremely well organized.
• Ability to handle multiple tasks simultaneously and meet deadlines.
• Excellent communication skills (written and verbal).
• Graduate from a recognized office administration program or an equivalent combination of education, training and experience.
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