Project Administrator - Kearl Oil Sands

Who We Are

OCL Group Inc. (OCL), is a Canadian company that is privately-held and employee-owned. We are a fully integrated general contractor with construction and design-build solutions across Western Canada. With the experience you can trust and the quality you can depend on, we have proudly served the industrial, heavy civil, oil and gas, and mining industries since 2009.

The formation of OCL was a direct result of a few long-tenured industry professionals with entrepreneurial spirits, wanting to get back to their roots and build an organization where people matter. Formed in 2009, OCL started their first project and began building around a business model focused on “People'' and “Doing the Job Right”. 

More about OCL here:  www.oclgroup.ca. What are you waiting for? Apply today!

The Role

We are seeking a highly organized and detail-oriented Project Administrator to join our team and support a major project at Kearl Oil Sands.

This position is ideally suited for an in-office or on-site Project Administrator, however, remote work from home may be considered for the right candidate.

Compensation/Benefits

• Competitive hourly rate. Negotiable, based on experience.
• Weekly Pay
• Company bonus (depending on overall company performance).
• Flex credits - $7000 per year that can be allocated to a health care spending account and/or RRSP’s 
• 100% drug coverage
• Long term disability, AD&D, life insurance & dependent life Insurance.
• Paid vacation.
• Cell phone allowance or company provided cell phone.
• A company provided laptop 

Responsibilities/Job Duties: 

• Collection, preparation and entry of timesheets
• Support the day-to-day activities of the project personnel
• Responsible for the reconciliation of Daily Reports against Timesheets and support documentation.
• Ensure Timesheets and expenses documentation is approved by Project Manager
• Assist in Weekly and Monthly report preparation
• Facilitate onboarding and mobilization of new hires including booking safety training and D&A tests
• Maintain project filing including electronic files, project correspondence log; prepare and distribute select project transmittals via PM
• Ensure that project coding is effectively used.
• Use of client billing portals if necessary including uploads, reconciliation of data, accurate time entry, job coding, cost tracking, and labour/equipment reporting
• Generate reports from OCL’s system or clients systems to support project controls, payroll, and project accounting functions
• Update DTC Database as required.
• Prepare operational reports as required. (i.e. manpower, reports, job cost, labour cost, etc.)
• Prepare daily LEM and submit to the client for approval using the Track/CDMS system utilized at Kearl Lake.
• Daily labour and equipment tracking, review of job cost codes.
• Responsible for all logistics required for site access badges, vehicle passes, ETMP Requests and coordinate flights and camp as required
• Work in an environment with strict deadlines requiring a high level of focus

• Support OCLs Statement of Values and foster continuous process improvement in all areas of responsibility.
• Consistently conduct business in accordance with OCLs values, policies, guidelines and established best practices.
• Completion, documentation and timely distribution of all project related correspondence, records and reports.
• Develop and maintain strong working relationships with all parties involved with the project.
• Promote OCLs Doing the Job Right to our clients and the workforce.

Qualifications/Education/Experience 

• Minimum 3–5 years of experience in an administrative or project coordination role, preferably in heavy industrial, oil & gas, or construction environments
• Business Administration Diploma or equivalent post-secondary education (a degree is an asset)
• Strong understanding of project documentation, daily reporting, and cost tracking practices
• Project accounting experience, including cost tracking, reconciliations, and reporting
• Proven experience using Track/CDMS billing portal and DTC/InEight Billings systems for time entry, reporting, and database management
• Previous experience supporting field-based teams and managing time entry, payroll support, and onboarding logistics
• Familiarity with LEMs, job cost codes, and labour/equipment tracking is preferred
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, data validation) and demonstrated experience using Google Sheets for collaborative reporting and tracking
• Experience working with Google Workspace, document control software, and shared drives
• Excellent organizational skills, time management, and attention to detail
• Strong interpersonal and communication skills, both written and verbal
• Able to prioritize tasks in a fast-paced environment with shifting deadlines
• Demonstrated ability to work independently in a remote setting after training
• Strong problem-solving skills and the ability to take initiative without constant supervision
• Knowledge of construction processes, terminology, and project lifecycle is a plus
• Previous experience with site access systems, travel logistics, and mobilization coordination is an asset
• Must be legally eligible to work in Canada and available during regular business hours
• If required to work at site, you will be required to complete a pre-access drug and alcohol test 

OCL Group Inc. is an equal opportunity employer.