Operations Administrative Coordinator

• Support project initiation and setup activities within Deltek Vantagepoint.
• Create and maintain project records, folder structures, Microsoft Teams channels, and internal project tracking documentation.
• Assist Project Leads with inputting project budgets, schedules, and setup information.
• Maintain departmental master project lists and related coordination records.
• Track compliance with key project lifecycle milestones including kick-off meetings, coordination reviews, debriefs, and project close-out activities.
• Follow up with Project Leads and project teams to support timely completion of required project administration tasks.
• Provide administrative support to project teams including document management, application forms, formatting, coordination, and general project administration activities.

• Administer and maintain departmental workload and revenue forecasting within Deltek Vantagepoint.
• Coordinate with Division Managers and Project Leads to collect, update, and validate forecasting information.
• Support backlog tracking, forecasting cycles, and operational planning activities.
• Maintain forecasting data consistency and reporting accuracy across divisions.
• Prepare forecast-related reporting and summaries for departmental leadership.

• Coordinate and administer construction submittals using Microsoft Planner and related tracking tools.
• Receive, log, assign, and track submittals to appropriate team members for review.
• Monitor submittal timelines and follow up with project teams to support timely completion.
• Maintain accurate documentation, status tracking, and version control of submittals.
• Perform spot checks to ensure submittal documentation aligns with SBM standards and project requirements.

• Serve as a member of SBM’s Vantagepoint Power User group.
• Act as a departmental resource for Deltek Vantagepoint administration, troubleshooting, and user support.
• Help maintain data consistency, accuracy, and process compliance across the Operations Department.
• Assist with development and continuous improvement of departmental workflows, templates, and reporting processes.

• Prepare and maintain departmental and divisional operational reports, dashboards, and tracking tools.
• Consolidate and analyze operational data related to utilization, backlog, forecasting, staffing, and project performance.
• Support leadership reporting and operational planning activities through timely and accurate reporting outputs.
• Help maintain consistency in reporting processes, templates, and metrics across divisions.

• Support Operations Department Rocks, initiatives, and continuous improvement efforts.
• Maintain department-level work instructions, process documentation, and training materials.
• Coordinate departmental training sessions and administrative onboarding activities.
• Help maintain consistency in administrative processes, workflows, reporting standards, and project coordination practices across divisions.
• Provide coordination, guidance, and support to divisional administrative assistants to help ensure alignment and consistency across the Operations Department.
• Provide administrative surge support to divisional administrative assistants, as required.
• Assist with general departmental organization and administrative coordination activities.

• 4 - 6+ years of experience in project administration, operational coordination, or administrative support within a professional services environment.
• College diploma in Business Administration, Office Administration, Project Administration, or a related field considered an asset.
• Experience supporting engineering, consulting, construction, or other project-based professional services teams preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and competing requests.
• Strong attention to detail and ability to maintain accuracy across large volumes of project, operational, and reporting data.
• Strong written and verbal communication skills with the ability to coordinate effectively across multiple teams and disciplines.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, Teams, and Outlook.
• Experience working with ERP, project management, or workflow management systems required; experience with Deltek Vantagepoint considered a strong asset.
• Experience with operational reporting, forecasting coordination, project tracking, or data administration considered an asset.
• Comfortable working with structured processes, standardized workflows, and departmental reporting systems.
• Demonstrated ability to troubleshoot issues, identify process improvements, and support continuous improvement initiatives.
• Ability to work independently, exercise sound judgment, and maintain confidentiality when handling sensitive operational or financial information.
• Deep understanding of SBM project structures, workflows, and operational processes will be considered a strong asset for internal candidates.
• Demonstrated ability to support and embody SBM’s core values.

• Health Benefits Plan
• Paid Overtime
• Paid Sick Days
• Flex Time
• Engaging work environment
• Opportunity to build great relationships
• Career Growth and Development
• Regular Social and Team Buildings Events
• Passionate and enthusiastic team that encourages growth

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