Project Administrator

Salary Range: $50,000.00 To $55,000.00 Annually
Company Overview
URS is a Northern BC restoration company, and has recently become a member of the Canstar Group of Companies. With branches in Prince George, Smithers, Terrace, and Quesnel, URS focuses on helping people after experiencing a fire, flood, or other structural damage to their home or business.
We are a company that builds careers, with training initiatives like the Perfect File building skills that prepare you for the advancement opportunities that we are known for.
Lake days and BBQ’s are some of the fun events that we believe makes the family environment  are also active in the community, using our talents to do charity builds, and donating part of each project to the BCSPCA.
We take good care of our team too! We like to have fun and celebrate our success.

Position Overview
The Project Administrator responsibilities include working closely with our project management team to prepare comprehensive action plans, including resources, time frames and budgets for projects. You will perform various coordinating tasks, like schedule and risk management, along with administrative duties, like maintaining project documentation and handling financial queries. To succeed in this role, you should have excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results on deadlines.
Duties and Responsibilities
Open jobs in PSA Web & Encircle
Review jobs opened by Call Center and fix/update missing or incorrect information
Guide the policyholder/client to upload photos & sign Work Authorization in Encircle  Coordinate with internal staff to have Work Authorization signed if the policyholder/client is not comfortable with this
Upload Work Authorization to XA when required

PSA date entry – Loss, Received, Contacted, Inspected, Actual Start, Target Completion, Actual Completion, COC uploaded, Last Day on Job (when applicable), Production closed, Approved, estimate uploaded (if traditional quote), enter scope date and sent 24-hour date report and HMI date
Confirm XA & Symbility date entry – Contacted, planned inspection, inspected, Target start, Job started, Target complete, Completed
Create estimated revenue work orders within 24 hours of site inspection  Update estimate revenue work orders when quote/estimate is approved

Forward 24-Hour Reports to clients through PSA & upload to XA when required
Upload Emergency Scope to Encircle
Send traditional scopes to clients as required
Confirm Deductible, Inspection/Estimation Fee, and Interim Invoice requirements and request invoice creation/submission
Assigning gatekeeper for estimating once all info is collected
Review “Received Jobs Report” or “Job Management Report” daily – Check for new jobs that are missing the estimated revenue and check for any job info. that needs to be updated in PSA
Review jobs in PSA whenever you are in them to – Check for missing dates (“Not Started”, “Not Contacted”, “Not Inspected”, “Not Completed”).
Issue RFQs to sub-trades  Track sub-trade quotes and follow-up to ensure timely submission – Notify PM when all sub-quotes received for quoting purposes

Create/format & send traditional quotes and/or scopes to clients
Collect/send information to estimating team to prepare/revise estimates  Follow up on questions from the estimating team, and ensure timely PM approval/upload

Enter, coordinate, maintain, and communicate job schedules
Maintain property access and contact information in PSA
Issue and track all work orders
File management (PSA) – Save in-coming attachments, ensure proper uploading and labelling in PSA
Maintain ongoing communication with property owners, PM Team, in-house departments, sub-trades, adjusters, property managers, and owners/tenants to ensure efficient job progress and completion and document them in PSA
Follow up with  list and disposal authorization
Facilitate with new subtrade set up
Request Cost Transfers
WIP report management
Updates/uploads to XA or Symbility as required
Review/Sign/Submit Site Supervisor timesheets
Read & respond to emails as required
General Release Forms
Coordinate disposal of non-restorable content
Complete…