In-Line Pigging Solutions Ltd.

Project Administrator

Calgary, AB

full_time

About This Job

About Us:

Founded in 2003, In-Line Pigging Solutions Ltd. is a leading provider of In-Line Inspection (ILI) coordination services for pipeline operators throughout Canada and the USA. We offer pipeline inspection program management, pipeline surveys, dig survey and inspector services, tool tracking and pipeline repair products to all of the major and minor pipeline operators in Canada.

In-Line Integrity Solutions is a subsidiary of In-Line Pigging Solutions Ltd. specializing in Pipeline Integrity management and engineering services. We offer competitive compensation, a strong training program, and a safe and fun work environment that is balanced with personal commitments.

We are looking for an eager, self-starter to fill the position of Project Administrator, based out of our Calgary office.

Position Summary:

The Project Administrator is primarily responsible for assisting Project Managers and Technical Staff in the successful planning, organizing, and tracking of engineering projects. This position will provide project administration support for projects; such as setting up folders, organizing documents, creating project documents, assisting with quoting, and performing ongoing project tracking.

This position requires a person that can provide a variety of assistance including technical, administrative, and communication functions.

Reporting:

For administration, scheduling, internal projects and planning this position reports to the HR Advisor and Director of Integrity Services. While working on specific projects this position will liaise directly with the Project Lead.

Job Responsibilities:

Duties and responsibilities include but are not limited to:

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Assist in the development of project plans and schedules, including project set-up and pre-job communications for the Project Lead(s).

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Coordinate and project timelines, milestones, and deliverables.

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Monitor and track project milestones and progress on a daily basis, ensuring adherence to schedules.

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Maintain project documentation, including project plans, schedules, budgets, and status reports.

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Ensure all project documents are complete, current, and stored appropriately.

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Assist in internal and project technical writing.

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Scanning to folders, emailing and couriering of completed project packages.

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Assist in the development and monitoring of project budgets.

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Track and report on project expenditures.

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Collect and manage field receipts and expenses for job related purchases, including those for third-party expenses and sub-contractors.

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Ensure project financial records are accurate and up-to-date.

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Pre-invoice preparation

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Assist in the travel and equipment arrangements for field crews and integrity team, as needed.

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Spend quantifiable time on the updating and improvement of Company processes and procedures related to project planning, organizing, execution, and document control.

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Ensure that all project documents and procedures are adhering to the Company’s quality management process.

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Do a final Quality Control review and score on projects involved with and/or worked on.

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Report Quality Management and Quality Control metrics to Project Leads and Management.

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Promote safe work habits and respect for the environment in the conduct of our field work.

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Attend and participate in Company safety meetings.

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Assist with other company administrative tasks when required.

Office Administration:

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Support all teams with data entry as needed.

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Greet visitors and ensure they are signed in properly.

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Administer the corporate phone system.

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Lead office replenishment, including stocking the staff kitchen and office supplies, to ensure smooth operations.

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Assist managers and project lead(s) with administrative tasks, as required.

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Assist in developing and maintaining the ILIS Document Control system processes.

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Coordinate all stages of a controlled document’s lifecycle including document creation, modification, peer review cycles, issuance, stamping, authentication, distribution and accessibility.

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Provide assistance in developing technical document templates for common document types such as reports, procedures, checklists, forms, manuals, etc.

Knowledge & Skill Requirements:

The requirements of this position include, but are not limited to:

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A minimum of 3 years of project coordination or administration experience, preferably in the oil and gas sector, is ideal.

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Attention to detail and ability to multitask.

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Strong analytical and problem-solving abilities.

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Strong organizational and time-management skills.

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Excellent written and verbal communication skills.

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Strong interpersonal skills with the ability to work as part of a team, as well as independently.

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Ability to work in a fast-paced environment and adapt to changes.

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Understanding of project management and the ability to oversee multiple projects.

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Strong computer skills, with familiarity of Microsoft 365 Suite including high competent in Microsoft Word and Excel.

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Strong understanding of Sharepoint and OneDrive.

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Knowledgeable in Nitro PDF Pro and Adobe Acrobat (PDF) advanced features and workflow for stamping and authenticating technical documents.

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Familiarity with Document Control system processes and organization.

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Ability to learn and apply internal software tracking tools for projects and accounting.

Hours & Working Conditions

Hours for this position are primarily Monday to Friday, 8:00 am to 5:00 pm in an office environment, but will be dictated by the specific project(s) you are working on. This role may be required to travel to project sites occasionally.

Job Types: Full-time, Permanent

Benefits:

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Company events

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Dental care

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Employee assistance program

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Extended health care

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Life insurance

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On-site parking

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Paid time off

Schedule:

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8 hour shift

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Monday to Friday

Ability to commute/relocate:

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Calgary, AB T2H 2G2: reliably commute or plan to relocate before starting work (required)