Job ID: C10-066

Job Title: Project/Proposal Administrator

Job Type: Full Time

Department: Projects

Division: Environment North America

Reports to: Director, Operations

Location: Calgary, Alberta CANADA

Telvent delivers Information Technology for a sustainable and secure world.  We specialize in solutions with high added value in four specific industrial sectors (Oil & Gas, Electricity, Traffic, and Environment) in the Americas, Europe and China.  With over 40 years experience in industrial control and business process management systems, Telvent executes projects and provides technical services in the field of mission-critical, real-time control and information management.  With a comprehensive portfolio of outsourcing and consulting services, Telvent manages IT and telecommunications infrastructure for an extensive international client base.  At the source of Telvent's success are its people.

This position works under the direction of the Director of Operations and are involved in performing administrative tasks related to projects within the project groups. Detailed responsibilities include:

• Administrating all project related tasks for multi million dollar contracts and time and materials projects related to proof of concept, co-engineering and fixed price projects
• Managing customer data and preparing quotations
• Preparing, analyzing and troubleshooting project fiscal cost accounting and financial reports
• Tracking the margin and the variance from the booked value
• Cash Flow analysis
• Project change orders
• Tracking rework on the project
• Provide invoicing and estimated future bookings forecasting information to the Finance group
• Drafting progress reports per contractual requirements including progress summary, organization chart, project schedule, invoice report, list of correspondence, submittal report, action item report
• Designing and maintaining project schedules
• Managing customer documentation submittals and approval tracking
• Tracking invoicing and providing the customer with an updated Invoice Report as required
• Becoming familiar with all pertinent project documentation with emphasis on the contracts commercial terms vs. our Company Standard Terms and Conditions, prepare Terms and Conditions summary and assist the project manager with contractual issues
• Understanding and meeting customer requirements
• Conforming the project administration to ISO 9001 requirements
• Administering subcontracts
• Maintaining the resource planning spreadsheet
• Providing training and mentoring of junior and intermediate Project Administrators and Project Assistants
• Training new Project Managers, Project Leaders, Systems Engineers in process and procedures
• Mentoring Logistics Administrator's and shipping/receiving personnel on customs documentation

Technical

• Strong organization and communication skills, combined with extensive Microsoft Office experience is required
• Knowledge of project execution procedures as well as applicable ISO 9001 procedures would be an asset
• Coordinating shipping/customs documents for customer imports
• Preparing, updating, tracking, filing and archiving of project documents (electronic and hardcopy)
• Preparing meeting minutes for sales/service transition, customer, team and group meetings and resource planning meetings
• Coordinating & preparing documentation requirements for Project Board Checkpoint Meetings
• Preparing US Customs travel letters with all pertinent documentation

 Generic

• Providing administrative support for the project team
• Preparing and/or assisting with internal/external correspondence
• Improving the project delivery process
• Attending project team meetings
• Excellent administrative and interpersonal skills in a multi-tasking work environment
• Coordinating, scheduling and arranging meetings
• Coordination of team building and new hire activities
• Self motivation for learning
• Independence and decision making
• Customer orientated
• Results orientated

• A College or Technical Diploma in Business Administration, Office Administration or related discipline with 2+ years related experience in a project orientated environment working with project managers, or
• A High School Diploma with at least 3+ years in a project orientated environment working with project managers