Project Administrator

Welcome to Kasian , where almost 40 years of design excellence has sparked a passion for transforming ordinary spaces into extraordinary experiences. Our passion is strengthening connections between people and places by creating built environments that inspire and improve lives. With offices across Canada, we leverage the experience of our 250+ Kasian team members to deliver innovative and unique design solutions in multiple market sectors: commercial, workplace, healthcare, senior living, industrial, transportation, post-secondary and other public opportunities.

The Opportunity:

Are you looking to take your finance and administration experience in the design realm to the next level? Does working with architects and interior designers on large and small-scale projects across a variety of sectors interest you? Do you have the project management skills to ensure deadlines are met not just by you, but by your entire team? If so, we want to hear from you!

We are seeking a motivated and passionate Project Administrator to complement our Calgary office, where we are involved in exciting work across a range of building types, including commercial, mixed-use, retail, industrial, hospitality, public buildings, and healthcare.

Working in our Calgary office in a hybrid role, you will partner with Project Managers to ensure projects are delivered smoothly. This will include liaising with external consultants, clients, and contractors. You will ensure projects are set up, maintained, and invoiced in accordance with the contract requirements. Additionally, you will track all project documentation.

Here's what you’ll be doing at Kasian:

• Enter project set-up from information provided by the Project Manager, and ensure all project deliverables have been properly input in accordance with the contract requirements
• Review contract agreements for invoicing requirements and ensure required information is provided to the client for invoicing; establish an appropriate work breakdown structure to support client invoicing
• Regularly update project budgets
• Work with Project Managers to monitor and track project work plans, schedules, WIP, and financial reporting updates that are entered in MS Project and Excel
• Prepare, distribute, track, file, and archive project files and documents throughout the project life cycle, including fee letters, design contracts, project correspondence, bid packages, specifications, schedules, construction contracts, shop drawings, RFIs, site instructions, CCNs, change orders, and building permits
• Liaise with the Finance and Operations Teams on invoices, projected revenue reports, staffing reports, etc.
• Ensure project close-out procedures are completed on a timely basis
• Provide support to your team with meeting coordination and submission of expenses
• This role will require getting a reliability-level security clearance. In addition, a secret-level clearance may be required to assist with submitting security clearance applications for staff.

Here’s what you bring to Kasian:

• At least 2 years of related project administration experience in the construction, engineering, or architecture/ interior design environment
• Basic accounting knowledge obtained through experience or education
• Experience with Deltek-VantagePoint would be an asset
• Advanced Excel and MS Project skills
• An excellent communicator
• Extremely organized and can organize others
• Able to develop solid working relationships both internally and with clients, consultants, and contractors
• Able to multitask and prioritize
• Someone who takes the initiative and is proactive; following timelines and meeting deadlines is instinctive
• Able to work effectively both independently and as part of a team

Ready to be part of a leading architectural and interior design firm? Please apply or submit your resume to .