Summer Intern – Project Administrator – BGIS

Job Field:
New Graduate / Student

Job Type:
Internship/Co-op

Building Location:

Length of Assignment:

Who are we?

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 7,200 globally, we focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses.

Through our shared values, we focus on building a sustainable future, diversity and belonging, and providing continuous learning and development.

What will you gain as a student or new graduate?

Our student programs and new graduate opportunities offer a chance to explore BGIS from the inside:

• Mentoring Experience
• Job Shadowing
• On-the-Job Learning
• Leadership Networking
• Industry and Client Experience
• Future Leaders Program
• Peer Networking Events

Summer Intern – Project Administrator

The Intern – Project Administrator is responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.

The diversity of projects carried out by the Design and Project Delivery Services group in a wide range of industries – retail, commercial, institutional and industrial – makes this position an exciting opportunity to be involved in different construction models, have exposure to a variety of stakeholder interests, deepen your knowledge base and advance your career.

You will be part of a Project Management team delivering services that span across all project phases, from workplace planning to pre-construction and design development, to management of construction. With 4,500+ projects managed per year, 160+ team members and $450M+ delivered annually, our group delivers projects across Canada, from small infrastructure upgrades to tenant fit-ups through to major consolidations and new builds, to energy retrofits and critical environments.

Start date: May 2022

End date: August 2022

Location: Remote

KEY DUTIES & RESPONSIBILITIES

Project Set Up

• Inputs project information into databases and completes project set up process

Project Tracking and Documentation

• Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
• Monitors project progress and timelines and prepares status reports to assist with timely project delivery.

Project Financial Administration

• Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
• Executes the purchase order process.
• Reconciles purchase orders to invoices to ensure accuracy.

Project Reporting

• Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
• Reviews and communicates risks to Project Managers.

Project Close Out Administration

• Executes project close out requirements.
• Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
• Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
• Reviews and reconciles actual project expenses against cost estimates.
• Other duties as assigned.

JOB-RELATED EXPERIENCE:

Knowledge & Skills

• Currently enrolled in an accredited university/college program
• Strong administrative and organizational skills
• Ability to provide project administration support
• Ability to maintain accurate data
• Strong attention to detail and data accuracy
• Ability to extract and compile data into reports
• Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
• Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications