Current Opportunities

Job Postings

Position
Location
Closing Date
 
Payroll Clerk (Full-Time)
Spruce Grove, AB
Oct 19, 2018

A LITTLE ABOUT US

_________________________

 

We have invested a great deal of time debating, shaping and identifying why we exist as a company and who we are as a team.  It is critical to us, even non-negotiable, that new people who join our team are excited and committed to our way of doing business and share specific core values.

 

Ryfan will celebrate it’s 40th birthday in 2019, so we are a seasoned and experienced company. However, as we mature we are ready to take our next step forward.  Here’s what that looks like to us:

 

Our vision is to transform the MEP construction industry.  The industry is ripe for innovation, and we want to move to the frontier of that development. 

 

Our mission is maximizing customer value through relentless process improvement.  Process improvement not only delivers cost-savings to our customers, but it enhances their experience with us.

 

Our passion is building something great. Of course, we deliver exceptional services but we also strive to build great teams, relationships and communities.

 

Our niche is unconventional projects.  Cookie-cutter projects aren’t really our market.  If a project is weird, innovative, logistically complicated, remote, or any of those, it’s probably right in our niche.

 

Last but never least, there are three “uniques” that make us stand out: 

 

First, we invest in and help create exceptional employees.  Not only do we want you to build a career with Ryfan, we want to help you build a great life.

 

Second, we are leading practitioners of productivity improvement methods, tools and techniques.  If there is a better way to do it, we want to be first in.  We never tire of making improvements.

 

Last, we take leading edge construction techniques to unique or underserved markets.  We go into markets where our competitors may be deterred by the challenges.  We enjoy success whether others fear risk because we are seasoned and experienced.

 

OUR VALUES

_________________________

 

The reality is, we can’t achieve our Mission without the right people on board.  It is critical to us that everyone on the Ryfan team naturally share these core values:

 

We build community.  What we build is not great unless it creates value for the community.  The value is larger than the project itself if it incorporates the legacy of our interactions in the communities in which we work and live; includes the way we engage with customers, consultants, other trades and suppliers; encompasses how we teach, learn and grow as a team on-site, in the office and everywhere in between; and involves working to create more winners (“more pie for everyone”) instead of focusing only on winning (“biggest piece of the pie for us”).  We embrace abundant thinking and reject a scarcity mentality.  We avoid blame or fault-finding and we work relentlessly toward solutions.

 

We earn trust.  Communities are formed through relationships and relationships are built upon a foundation of trust.  We strive to earn and be worthy of the faith placed in us by those with whom we work and interact.  We do this by saying what we mean, meaning what we say, and doing what we say we are going to do.

 

We pursue excellence.  To earn trust we must be realistic about our capabilities and committed to always sharpening and expanding them.  We understand that excellence is not a fixed point, but rather a path or way of doing things.  We are steadfast in our pursuit of continuous improvement.

 

Be fearless.  We champion courage to seek out flaws in our methods and push for further enhancements in our performance.  We are fearless in our willingness to see ourselves objectively and in our openness to constructive coaching.

 

We practice discipline.  We strive to convert experience into wisdom in a disciplined way.  We acquire knowledge from others and incorporate “best practice” or “leading practice” into our work.  We share and use our hard-won learning with the rest of our team.  In this way we grow, develop and evolve the Ryfan Way.

 

We celebrate success.  We take the time to celebrate our moments of greatness, the instances of excellence, the acquisition of wisdom, the attainment of a bond of trust, and the warmth of community.  Celebration is the spark and fuel that rekindles our drive to pursue our passion of building something great. 

 

OUR STRATEGY

_________________________

 

Coming up, we have some exciting goals to accomplish across the company and within the Finance & Administration team.  The remainder of this year and all of 2019 is about building a “line of sight” throughout the organization from the newest hire all the way to the Managing Director.  As part of this team you’ll help build scorecards, metrics, forecasts and budgets to monitor and anticipate the health of projects and the whole organization so we can adjust our plans more quickly to seize opportunity and minimize risk. 

 

Across our department, we’re ready to build on the great work of the past and elevate our strategies to the next level.  We are focussed on improving department-level and project-level tools including budgets and forecasts to provide all teams with access to timely and accurate data.  In addition, we will support skills development across the organization to allow our teams to wisely adjust and invest our allocation of resources to improve the organization’s performance. Our Payroll Clerk will also work collaborate closely with the People, Culture & Communications team to assess and recommend strategies to ensure compensation fairness and equity across the organization by position and location.  We will also be streamlining and simplifying our processes and supporting similar work in other teams.

 

You can expect us, and should hold us accountable to, continuously improve our communication with all people in the organization.  Expect to have growing clarity about all aspects of our business, right down to the financial statements.  Decisions should be made closest to the opportunity or challenge and should have the input of all stakeholders. It is a work in progress, but we are stubbornly persistent.

 

THE ROLE

_________________________

 

As Payroll Clerk, our successful candidate will fulfill the following accountabilities and responsibilities:

 

Accurate & Timely Payroll Processing

 

  • Collecting and verifying timekeeping information for approximately 150-200 salaried and wage employees across multiple jurisdictions;
  • Accurately calculate and generate payroll according to hours worked, and accounting for overtime (including banked time or lieu time), vacation, sick leave, other leaves of absence, northern or remote living benefits and statutory pay allowances;
  • Accurately track, deduct and remit RRSP contribution benefits for eligible employees;
  • Support the development and accurate operation of bonus programs;
  • Make recommendations for the continuous improvement and streamlining of payroll practices, including consideration of their alignment to other teams’ needs and roles;
  • Manage, calculate and remit accurate statutory deductions and withholdings;
  • Manage, calculate and remit accurate payments for statutory programs across multiple Canadian jurisdictions including but not limited to WCB (Alberta, Saskatchewan and BC), WorkSafeBC, and WSCC (Northwest Territories and Nunavut);
  • Manage, calculate and remit accurate payments for Northwest Territories and Nunavut monthly payroll taxes;
  • Calculate severance payments, and issue Records of Employment as required;
  • Respond to inquiries and questions and resolve concerns from the Ryfan family regarding their individual pay and entitlements;
  • Investigate and resolve payroll discrepancies, and make recommendations for permanent resolution;
  • Provide training and support to internal clients regarding best practices and emerging practices;
  • Collaborate with the Director of People, Culture & Communications (and the PCC team) to support and enhance positive employee experiences.

 

Accurate & Timely Payroll Reporting and Maintenance

 

  • Maintains accurate payroll information and audits compliance by designing systems and directing the collection, calculation and entry of data;
  • Prepares reports by compiling summaries of earnings, taxes, deductions, overtime (including banked overtime and lieu time), leaves of absence, work-related and non-work related disability, and non-taxable wages. Reports on trends and makes recommendations for improvement;
  • Update payroll records by reviewing and approving changes in exemptions, insurance coverage, savings deductions, and job titles, and department or project transfers.
  • You will simplify, systematize, streamline and document policies, processes, procedures and standards in respect of our payroll administration, and ensure compliance with them;
  • Complies with federal, provincial/territorial, and local legal requirements by studying existing and new legislation, enforcing adherence to requirements, and advising management on needed actions;
  • Maintains employee confidence and protects payroll operations by keeping information appropriately confidential;
  • Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks and participating in professional societies or associations.

 

Accurate Management & Reconciliation of Benefit Plans

 

  • You will manage the administration and coordination of Ryfan’s benefits programs for all employees. You will oversee all health, medical, wellness, workers’ compensation and retirement benefits that are offered through the compensation plan and will work closely with benefit providers and brokers;
  • You will be the go-to person for all benefits-related questions and issues from the Ryfan family;
  • You will research benefit plan options and will work closely with the Director of People, Culture & Communications to develop benefits programs;
  • You will review benefits programs, performing audits and updating your team and the Director of People, Culture & Communications regarding your results and recommendations;
  • You will monitor costs of the benefits programs, and make recommendations for cost-savings while ensuring a high-value plan for the Ryfan family;
  • You will simplify, systematize, streamline and document policies, processes, procedures and standards in respect of our benefits administration, and ensure compliance with them.

 

Accurate & Timely Expense Processing and Reimbursement

 

  • Audits/reviews P-card statements and employees’ expense reimbursement requests for compliance with federal and provincial/territorial tax regulations, compliance with Ryfan’s policies and procedures, and for accuracy, and processes reimbursements;
  • Investigates discrepancies in compliance, accuracy or coding, and communicates those discrepancies to the appropriate team member or teams;
  • Enters timely and accurate expense reimbursement requests in the accounting system;
  • Balances employee refund data for each payroll cycle;
  • Maintains and updates the P-card online system database for tracking and reporting purposes in respect of employees’ expenses;
  • Simplify, systematize, streamline and document policies, processes, procedures and standards in respect of our expense reimbursement, and ensure compliance with them;
  • Identify root causes to expense reimbursement issues, and identify and implement solutions to them in collaboration with other stakeholders;
  • Prepares journal entries relating to travel and expense reimbursements;
  • Oversees approval structure and maintenance of revisions.

 

Like all job descriptions, the accountabilities and responsibilities will evolve over time to support Ryfan’s goals, project needs and your individual growth.  As a result, you should expect your job description to change from time to time.

 

NEW BESTIE

_________________________

 

Your new bestie is Deepa Maisuria, Assistant Director of Finance & Administration.  Deepa is a graduate of the University of Alberta School of Business and a recipient of Edmonton's Top 100 Women in Business Award (2013). She is a seasoned professional accountant and was exposed to numerous businesses as an auditor and financial statement preparer. Building on that knowledge, she became a professional business valuator gaining experience and insight in both business valuations, and mergers and acquisitions. For several years, Deepa worked as an independent contractor using her skills to help small businesses grow. Concurrently, she maintained an executive position with the Business Alumni Association Board. Deepa brings a depth of insight and strategic experience to her executive role with Ryfan. She also supports and strengthens our back-office functions, which is vital in ensuring we remain an effective partner on the projects we undertake.

 

YOUR SQUAD

_________________________

 

You will be the sole Payroll Clerk within a mighty team of 7 in the department.  We like to be nimble, so we will ensure cross-training with the Accounts Payable Clerk to ensure coverage and flexibility within the department.

 

You will also have the opportunity to be highly collaborative with a squad of Project Managers, Project Coordinators and Project Administrators who help deploy our teams across the country as well as the People, Culture & Communications team who are working to establishing Ryfan as an employer of choice in the industry.

 

A LITTLE ABOUT YOUR TEAM

_________________________

 

As the Payroll Clerk, you will be part of the Finance & Administration team which plays several critical support functions to the organization.  First, it’s a given that this team accurately and efficiently oversees and manages the transactional details of day-to-day operations. This team then uses that data to provide timely historical reporting to our external stakeholders (such as our clients) and provides predictive data to internal stakeholders.  But of course, they take it one step further by supporting the teams in utilizing that data to the most value-added purposes of each stakeholder and supporting the teams in pivoting as needed based on that intel and other inputs.

 

The role of Payroll Clerk has recently relocated from our head office in Yellowknife, NT to our Spruce Grove, AB office.  This change will allow greatly improved access to colleagues within the Finance & Administration team as well as executives and colleagues from other teams.  We believe this proximity will enhance a consistent view into Ryfan’s big picture and empower the team to continuously improve support and service to the organization.  This team is founded on the principles of servant-leadership to the organization and stakeholders.

 

REQUIRED QUALIFICATIONS, EXPERIENCE & EDUCATION

_________________________

 

The successful candidate possesses the following or comparable qualifications, experience and education:

  • Experience with project-based compensation, and multi-jurisdictional payroll and benefits particularly in Alberta, the Northwest Territories and Nunavut.
  • Experience in data collection, entry and reporting with great attention to detail and confidentiality;
  • Experience in basic bookkeeping, accounting and finance;
  • Successful completion of Canadian Payroll Association certifications, or equivalents.

 

REQUIRED SKILLS

_________________________

 

Our ideal candidate will possess the following skills:

 

  • Able to develop and manage lean policies, processes, procedures and standards;
  • Excels at accurate and timely data entry and management;
  • Able to prepare meaningful reports, and make recommendations based on them;
  • Able to assess, recommend and implement compensation and wage structures;
  • Able to maintain accurate and timely participation in benefits programs;
  • Solid understanding of workers compensation programs in multiple jurisdictions;
  • Solid knowledge of relevant employment statutes, regulations and policies in multiple jurisdictions, particularly Alberta, the Northwest Territories and Nunavut;
  • Competent financial/accounting skills and math/numerical skills;
  • Savvy computer skills including high competency with QuickBooks and Excel;
  • Advanced interpersonal, team building, leadership and organizational skills. Flexibility to adjust to shifting priorities and deadlines;
  • Able to effectively communicate with all types of staff, including trades, technical, professional, and all levels of management;
  • Able to build and maintain lasting relationships with other departments and squads, key managers, and other stakeholders;
  • Excellent communication and collaboration skills with an aptitude for proactive problem-solving;
  • Solid organization and prioritization skills;
  • Appropriately balances confidentiality with the need for decision-makers to have access to meaningful information.

 

JOB-SPECIFIC COMPETENCIES

_________________________

 

In addition to living our Core Values daily, our ideal candidate demonstrates these job-specific competencies:

 

  • Impeccable Attention to Detail: When you are responsible for people’s pay and livelihood, accuracy is critical;
  • Timeliness: Deadlines are critical, and you are willing to put in the time and effort necessary to get the work done exceptionally well;
  • Client Focus: You provide added value through service excellence to our internal and external clients;
  • Planning & Organizing: You develop, implement and adjust plans to reach goals, while ensuring the optimal use of resources;
  • Problem Solving:You identify problems and the solutions to them in collaboration with other stakeholders;
  • Results Driven:You organize time, work and resources to accomplish objectives in the most effective and efficient way.  You take the time to prepare a plan before starting and you can adapt the plan on the fly as necessary. You are equally comfortable with the day-to-day project details and the big picture. 
  • Care & Compassion: You support employees who may be in stressful or critical situations and find win-win solutions.

 

COMPENSATION

_________________________

 

A competitive compensation package will be negotiated based upon your experience and qualifications. This position is eligible for the following benefits: 

 

  • extended health
  • emergency travel medical
  • dental
  • vision
  • long term disability (LTD)
  • life insurance
  • accidental death and dismemberment (AD&D)

 

This position will be eligible to participate in our quarterly bonus program (target launch in 2020). 

 

SUBMIT YOUR APPLICATION

_________________________

 

If this description sounds like you, and if you’re excited about what we want to achieve, we hope you will submit a cover letter and resume to us.

 

Accounts Payable Clerk (Full-Time)
Spruce Grove, AB
Oct 19, 2018

A LITTLE ABOUT US

_________________________

 

We have invested a great deal of time debating, shaping and identifying why we exist as a company and who we are as a team.  It is critical to us, even non-negotiable, that new people who join our team are excited and committed to our way of doing business and share specific core values.

 

Ryfan will celebrate it’s 40th birthday in 2019, so we are a seasoned and experienced company. However, as we mature we are ready to take our next step forward.  Here’s what that looks like to us:

 

Our vision is to transform the MEP construction industry.  The industry is ripe for innovation, and we want to move to the frontier of that development. 

 

Our mission is maximizing customer value through relentless process improvement.  Process improvement not only delivers cost-savings to our customers, but it enhances their experience with us.

 

Our passion is building something great. Of course, we deliver exceptional services but we also strive to build great teams, relationships and communities.

 

Our niche is unconventional projects.  Cookie-cutter projects aren’t really our market.  If a project is weird, innovative, logistically complicated, remote, or any of those, it’s probably right in our niche.

 

Last but never least, there are three “uniques” that make us stand out: 

 

First, we invest in and help create exceptional employees.  Not only do we want you to build a career with Ryfan, we want to help you build a great life.

 

Second, we are leading practitioners of productivity improvement methods, tools and techniques.  If there is a better way to do it, we want to be first in.  We never tire of making improvements.

 

Last, we take leading edge construction techniques to unique or underserved markets.  We go into markets where our competitors may be deterred by the challenges.  We enjoy success whether others fear risk because we are seasoned and experienced.

 

OUR VALUES

_________________________

 

The reality is, we can’t achieve our Mission without the right people on board.  It is critical to us that everyone on the Ryfan team naturally share these core values:

 

We build community.  What we build is not great unless it creates value for the community.  The value is larger than the project itself if it incorporates the legacy of our interactions in the communities in which we work and live; includes the way we engage with customers, consultants, other trades and suppliers; encompasses how we teach, learn and grow as a team on-site, in the office and everywhere in between; and involves working to create more winners (“more pie for everyone”) instead of focusing only on winning (“biggest piece of the pie for us”).  We embrace abundant thinking and reject a scarcity mentality.  We avoid blame or fault-finding and we work relentlessly toward solutions.

 

We earn trust.  Communities are formed through relationships and relationships are built upon a foundation of trust.  We strive to earn and be worthy of the faith placed in us by those with whom we work and interact.  We do this by saying what we mean, meaning what we say, and doing what we say we are going to do.

 

We pursue excellence.  To earn trust we must be realistic about our capabilities and committed to always sharpening and expanding them.  We understand that excellence is not a fixed point, but rather a path or way of doing things.  We are steadfast in our pursuit of continuous improvement.

 

Be fearless.  We champion courage to seek out flaws in our methods and push for further enhancements in our performance.  We are fearless in our willingness to see ourselves objectively and in our openness to constructive coaching.

 

We practice discipline.  We strive to convert experience into wisdom in a disciplined way.  We acquire knowledge from others and incorporate “best practice” or “leading practice” into our work.  We share and use our hard-won learning with the rest of our team.  In this way we grow, develop and evolve the Ryfan Way.

 

We celebrate success.  We take the time to celebrate our moments of greatness, the instances of excellence, the acquisition of wisdom, the attainment of a bond of trust, and the warmth of community.  Celebration is the spark and fuel that rekindles our drive to pursue our passion of building something great.

 

OUR STRATEGY

_________________________

 

Coming up, we have some exciting goals to accomplish across the company and within the Finance & Administration team.  The remainder of this year and all of 2019 is about building a “line of sight” throughout the organization from the newest hire all the way to the Managing Director.  As part of this team you’ll help build scorecards, metrics, forecasts and budgets to monitor and anticipate the health of projects and the whole organization so we can adjust our plans more quickly to seize opportunity and minimize risk. 

 

Across our department, we’re ready to build on the great work of the past and elevate our strategies to the next level.  We are focussed on improving department-level and project-level tools including budgets and forecasts to provide all teams with access to timely and accurate data.  In addition, we will support skills development across the organization to allow our teams to wisely adjust and invest our allocation of resources to improve the organization’s performance. We will also be streamlining and simplifying our processes and supporting similar work in other teams.

 

You can expect us, and should hold us accountable to, continuously improve our communication with all people in the organization.  Expect to have growing clarity about all aspects of our business, right down to the financial statements.  Decisions should be made closest to the opportunity or challenge and should have the input of all stakeholders. It is a work in progress, but we are stubbornly persistent.

 

THE ROLE

_________________________

 

Our successful candidate will fulfill the following accountabilities and responsibilities:

 

Verify authorization of payables and complete records

 

  • Keep track of all payments and expenditures, including payroll, purchase orders, invoices, statements, etc.;
  • Match purchase orders confirming prices and quantity to vendors’ and suppliers’ invoices;
  • Verify or confirm receipt of the materials or services prior to issuing payment.

 

Accurately record the payable

 

  • Enter invoices in accounting system for payments ensuring correct approval, coding and matching;
  • Prepare analyses of accounts and forecasts and then produce monthly reports to enable the organization to have timely and accurate information for decision-making;
  • Maintain accurate historical records.

 

Ensure bills are ready to pay on time and ensure payment is issued

 

  • Pay vendors/suppliers by scheduling payment cheques and ensuring payment is received by us for outstanding credit;
  • Coordinate with vendors and suppliers regarding invoicing and payment inquiries and discrepancies;
  • Respond to vendors’ and suppliers’ inquiries in a timely and professional manner;
  • Process cheque runs and set up on-line payment batches for the accounting team;
  • Ensure compliance to Ryfan’s policies and procedures and support the ongoing improvement of these key documents.

 

Accurately reconcile all accounts and corporate credit cards

  • Review all P-card statements for appropriate documentation and approval prior to payment. Audit and process the P-Card statements;
  • Reconcile processed work by verifying account entries and comparing system reports to balances;
  • Continuously contribute to improving the payment process and enhancing the experience by customers, suppliers and the Ryfan team;

 

Provide back-up support to the Payroll Clerk and other teammates

 

  • Provide back-up support (ex. vacation coverage) to the Payroll Clerk as described in the job description for that position;
  • Provide other administrative support as needed within the Finance & Administration team or the organization.

 

Like all job descriptions, your accountabilities and responsibilities will evolve over time to support Ryfan’s goals, project needs and your individual growth.  As a result, you should expect your job description to change from time to time.

 

NEW BESTIE

_________________________

 

Your new bestie is Deepa Maisuria, Assistant Director of Finance & Administration.  Deepa is a graduate of the University of Alberta School of Business and a recipient of Edmonton's Top 100 Women in Business Award (2013). She is a seasoned professional accountant and was exposed to numerous businesses as an auditor and financial statement preparer. Building on that knowledge, she became a professional business valuator gaining experience and insight in both business valuations, and mergers and acquisitions. For several years, Deepa worked as an independent contractor using her skills to help small businesses grow. Concurrently, she maintained an executive position with the Business Alumni Association Board. Deepa brings a depth of insight and strategic experience to her executive role with Ryfan. She also supports and strengthens our back-office functions, which is vital in ensuring we remain an effective partner on the projects we undertake.

 

YOUR SQUAD

_________________________

 

You will be the sole Accounts Payable Clerk within a mighty team of 7 in the department.  We like to be nimble, so we will ensure cross-training with the Payroll Clerk to ensure coverage and flexibility within the department.

 

You will also have the opportunity to be highly collaborative with a squad of Project Managers, Project Coordinators and Project Administrators who help deploy our teams across the country as well as the People, Culture & Communications team who are working to establishing Ryfan as an employer of choice in the industry.

 

A LITTLE ABOUT YOUR TEAM

_________________________

 

As the Accounts Payable Clerk, you will be part of the Finance & Administration team which plays several critical support functions to the organization.  First, it’s a given that this team accurately and efficiently oversees and manages the transactional details of day-to-day operations. This team then uses that data to provide timely historical reporting to our external stakeholders (such as our clients) and provides predictive data to internal stakeholders.  But of course, they take it one step further by supporting the teams in utilizing that data to the most value-added purposes of each stakeholder and supporting the teams in pivoting as needed based on that intel and other inputs.

 

The role of Accounts Payable Clerk has recently relocated from our head office in Yellowknife, NT to our Spruce Grove, AB office.  This change will allow greatly improved access to colleagues within the Finance & Administration team as well as executives and colleagues from other teams.  We believe this proximity will enhance a consistent view into Ryfan’s big picture and empower the team to continuously improve support and service to the organization.  This team is founded on the principles of servant-leadership to the organization and stakeholders.

 

REQUIRED QUALIFICATIONS, EXPERIENCE & EDUCATION

_________________________

 

Our ideal candidate possesses the following or comparable qualifications, experience and education:

 

  • High school diploma or equivalent. Post-secondary education in accounting or finance is an asset;
  • Minimum of 3 years prior accounts payable experience in a high-volume environment;
  • Experience in data collection, entry and reporting with great attention to detail and confidentiality;
  • Experience in basic bookkeeping, accounting and finance.

 

REQUIRED SKILLS

_________________________

 

Our ideal candidate will possess the following skills:

 

  • Able to develop and manage lean policies, processes, procedures and standards;
  • Excels at accurate and timely data entry and management;
  • Able to prepare meaningful reports, and make recommendations based on them;
  • Competent financial/accounting skills and math/numerical skills;
  • Savvy computer skills including high competency with Word, QuickBooks and Excel;
  • Advanced interpersonal, team building, leadership and organizational skills. Flexibility to adjust to shifting priorities and deadlines;
  • Able to effectively communicate with all types of staff, including trades, technical, professional, and all levels of management;
  • Able to build and maintain lasting relationships with other departments and squads, key managers, and other stakeholders;
  • Excellent communication and collaboration skills with an aptitude for proactive problem-solving;
  • Solid organization and prioritization skills with the ability to complete work on schedule.
  • Appropriately balances confidentiality with the need for decision-makers to have access to meaningful information.

 

JOB-SPECIFIC COMPETENCIES

_________________________

 

In addition to living our Core Values daily, our ideal candidate demonstrates these job-specific competencies:

 

  • Impeccable Attention to Detail: When you are responsible for our finances and reputation with others, accuracy is critical;
  • Timeliness: Deadlines are critical, and you are willing to put in the time and effort necessary to get the work done exceptionally well;
  • Client Focus: You provide added value through service excellence to our internal and external clients;
  • Planning & Organizing: You develop, implement and adjust plans to reach goals, while ensuring the optimal use of resources;
  • Problem Solving:You identify problems and the solutions to them in collaboration with other stakeholders;
  • Results Driven:You organize time, work and resources to accomplish objectives in the most effective and efficient way.  You take the time to prepare a plan before starting and you can adapt the plan on the fly as necessary. You are equally comfortable with the day-to-day project details and the big picture. 

 

COMPENSATION

_________________________

 

A competitive compensation package will be negotiated based upon your experience and qualifications. This position is eligible for the following benefits: 

 

  • extended health
  • emergency travel medical
  • dental
  • vision
  • long term disability (LTD)
  • life insurance
  • accidental death and dismemberment (AD&D)

 

This position will be eligible to participate in our quarterly bonus program (target launch in 2020). 

 

SUBMIT YOUR APPLICATION

_________________________

 

If this description sounds like you, and if you’re excited about what we want to achieve, we hope you will submit a cover letter and resume to us.

 

Project Administrator (Full-Time)
Spruce Grove, AB
Oct 26, 2018

 

A LITTLE ABOUT US

_________________________

 

We have invested a great deal of time debating, shaping and identifying why we exist as a company and who we are as a team.  It is critical to us, even non-negotiable, that new people who join our team are excited and committed to our way of doing business and share specific core values.

 

Ryfan will celebrate it’s 40th birthday in 2019, so we are a seasoned and experienced company. However, as we mature we are ready to take our next step forward.  Here’s what that looks like to us:

 

Our vision is to transform the MEP construction industry.  The industry is ripe for innovation, and we want to move to the frontier of that development. 

 

Our mission is maximizing customer value through relentless process improvement.  Process improvement not only delivers cost-savings to our customers, but it enhances their experience with us.

 

Our passion is building something great. Of course, we deliver exceptional services but we also strive to build great teams, relationships and communities.

 

Our niche is unconventional projects.  Cookie-cutter projects aren’t really our market.  If a project is weird, innovative, logistically complicated, remote, or any of those, it’s probably right in our niche.

 

Last but never least, there are three “uniques” that make us stand out: 

 

First, we invest in and help create exceptional employees.  Not only do we want you to build a career with Ryfan, we want to help you build a great life.

 

Second, we are leading practitioners of productivity improvement methods, tools and techniques.  If there is a better way to do it, we want to be first in.  We never tire of making improvements.

 

Last, we take leading edge construction techniques to unique or underserved markets.  We go into markets where our competitors may be deterred by the challenges.  We enjoy success whether others fear risk because we are seasoned and experienced.

 

OUR VALUES

_________________________

 

The reality is, we can’t achieve our Mission without the right people on board.  It is critical to us that everyone on the Ryfan team naturally share these core values:

 

We build community.  What we build is not great unless it creates value for the community.  The value is larger than the project itself if it incorporates the legacy of our interactions in the communities in which we work and live; includes the way we engage with customers, consultants, other trades and suppliers; encompasses how we teach, learn and grow as a team on-site, in the office and everywhere in between; and involves working to create more winners (“more pie for everyone”) instead of focusing only on winning (“biggest piece of the pie for us”).  We embrace abundant thinking and reject a scarcity mentality.  We avoid blame or fault-finding and we work relentlessly toward solutions.

 

We earn trust.  Communities are formed through relationships and relationships are built upon a foundation of trust.  We strive to earn and be worthy of the faith placed in us by those with whom we work and interact.  We do this by saying what we mean, meaning what we say, and doing what we say we are going to do.

 

We pursue excellence.  To earn trust we must be realistic about our capabilities and committed to always sharpening and expanding them.  We understand that excellence is not a fixed point, but rather a path or way of doing things.  We are steadfast in our pursuit of continuous improvement.

 

Be fearless.  We champion courage to seek out flaws in our methods and push for further enhancements in our performance.  We are fearless in our willingness to see ourselves objectively and in our openness to constructive coaching.

 

We practice discipline.  We strive to convert experience into wisdom in a disciplined way.  We acquire knowledge from others and incorporate “best practice” or “leading practice” into our work.  We share and use our hard-won learning with the rest of our team.  In this way we grow, develop and evolve the Ryfan Way.

 

We celebrate success.  We take the time to celebrate our moments of greatness, the instances of excellence, the acquisition of wisdom, the attainment of a bond of trust, and the warmth of community.  Celebration is the spark and fuel that rekindles our drive to pursue our passion of building something great.

 

OUR STRATEGY

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Coming up, we have some exciting goals to accomplish across the company and within the Operations team.  The remainder of this year and all of 2019 is about building a “line of sight” throughout the organization from the newest hire all the way to the Managing Director.  As part of this team you’ll help build scorecards, metrics, forecasts and budgets to monitor and anticipate the health of projects and the whole organization so we can adjust our plans more quickly to seize opportunity and minimize risk.  We have some audacious goals around schedule variance, our cost performance index and customer satisfaction that you’ll help us achieve.  We will also be systematically reviewing, updating or building core processes across the organization, and particularly in Operations.

 

You can expect us, and should hold us accountable to, continuously improve our communication with all people in the organization.  Expect to have growing clarity about all aspects of our business, right down to the financial statements.  Decisions should be made closest to the opportunity or challenge and should have the input of all stakeholders. It is a work in progress, but we are stubbornly persistent.

 

THE ROLE

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As a Project Administrator, you fulfill the following responsibilities and accountabilities:

 

Project On- and Off-Boarding

 

  • Review the project contracts to assess and plan for administrative support requirements such as holdbacks, reporting (incl. safety), required clearances, security requirements, etc.;
  • Prepare Administrative Project schedules and checklists to support the project’s schedule and deliverables, including project/field reporting and tracking procedures, project safety reporting requirements, and support the project team in complying with them;
  • Maintain paper and electronic project files;
  • Establish or set-up project structure and control systems, prime contracts, and coding structures within Corecon;
  • Identify and plan for anticipated labour needs in accordance with the project schedule, and identify pre-employment or on-boarding requirements such as drug testing, security clearances and so forth;
  • Develop and maintain the field safety binders, project binders and requirement lists;
  • Develop and utilize project templates including labour reporting (time cards, daily logs), shipping labels, and so forth;
  • Actively participate in kick-off and close-out meetings;
  • Prepare and issue final clearance letters to the customers;
  • Verify that all punch-list items are signed off, and that inspection reports are requested, completed and closed (in development);

 

Project Logistics

 

  • Confirm terms of employment for the specific project (ex. living allowances, travel allowances, etc.) and ensure appropriate procedures are in place to support;
  • Support thorough hiring and onboarding processes for employees new to the project/company in collaboration with the PCC and Finance teams;
  • Book flights, accommodations and vehicle rentals for on-site teams in accordance with the project schedule and fluctuating needs, and inform all affected people;
  • Verify security and medical clearances are confirmed with the site, and arrange site access for field teams;
  • Arrange necessary project-specific training for field teams, including collaboration with the Safety team;
  • Maintain turnaround and travel schedules in collaboration with the Project Manager;
  • Document major tools, equipment and rentals sent to site, implement a control system to track them, and ensure their timely return;
  • Confirm that the team has required training certificates particularly for specialized tasks and make recommendations to the Project Manager and other stakeholders regarding potential lapses.

 

Contract & Financial Support

 

  • Record and maintain records of meeting minutes as needed;
  • Verify that sub-contractor requirements are satisfied including WCB/WSCC clearance certificates, certificates of insurance, site safety requirements, etc.;
  • File timecards from the field teams in the project filing system. Review timecards for accuracy and completeness, and follow up on late, missing or erroneous timecards;
  • Document billing and invoicing procedures, and comply with the same;
  • Maintain tracking systems for “Construction Put in Place” and “Earned Value Against Budget”, and report to the Project Manager (in development);
  • Generate invoices in accordance with the project requirements;
  • Reconcile supplier and subcontractor estimates with their invoices. Notify the Project Managers of overages and make recommendations regarding approval or next steps;
  • Ensure holdbacks are reconciled and released;
  • Monitor the estimated profit margin and flag opportunities and challenges to the Project Manager;
  • Update the Project Schedule (including the Labour Schedule and Sub-Contractor Schedule) on a weekly basis to reflect completed work;
  • Maintain the timely accuracy of all data in the project management systems including Corecon;
  • Provide the Project Manager and Field Supervisor with weekly and bi-weekly reporting to highlight project completion, identify existing and forecast upcoming issues and opportunities and make recommendations regarding solutions when able. This includes FLS and CP reporting, productivity reporting, open POs and overdue items, timecard and expense reports, billing reports and so forth;
  • Based upon reporting, follow up on administrative action items as self-identified or requested by the Project Manager and Field Superintendent, including submitting approved timecards and invoices for payment;
  • If applicable, implement and maintain RFI tracking and processing in Corecon;
  • Oversee all administrative aspects of change orders including proper coding, document control and change requests (including updating budgets and schedules), and updated customer invoicing;
  • Document approved changes to contracts or change orders;
  • Verify and enter timely project data including time cards, supplier and subcontractor invoices, and others.

 

Operations & Maintenance (O&M)

 

  • Implement and maintain the submittal and transmittal tracking and processing systems;
  • Collaborate with the Estimating team as necessary for updated pricing (ex. shop supplies);
  • Create and issue purchase orders for material and equipment purchases/rentals;
  • From sub-contractors and suppliers, request submittals, manuals, warranty information and shop drawings as needed;
  • Track delivery dates and forecast potential issues and opportunities;
  • Develop and maintain O&M Manuals in accordance with the customer’s specifications;
  • Document and file commissioning and testing reports, customers’ acceptance of O&M submissions, etc.

 

Nimble Project Team Support

 

  • File, scan, email and fax project documentation as required by the project’s squad;
  • Regularly update the Project Manager on the project and team’s successes and make recommendations for improvement;
  • Provide ongoing administrative support to the Project Manager, Project Coordinator, Field Superintendent and Field Team as needed;
  • Contribute to the development of team-wide policies, procedures, processes and standards to simplify, streamline and standardize work with the Project Administrator team and within the project’s team;
  • If applicable, implement and maintain the Field Work Order system in Corecon;
  • Maintain drawing logs in the project filing system;
  • Using timely information from the Project Manager, create and distribute Field Installation Work Packages (or Field Work Orders) as required;
  • Generate and maintain the currency of Open Work Order logs on a bi-weekly basis. Follow-up with the field team regarding missing, incomplete or inaccurate work orders;
  • Generate bi-weekly subcontractor reports to ensure timely completion of open sub-contracts.

 

Like all job descriptions, your accountabilities and responsibilities will evolve over time to support Ryfan’s goals, project needs and your individual growth.  As a result, you should expect your job description to change from time to time.

 

NEW BESTIE

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Your new bestie will be the Team Lead of the Project Administrators.  We are currently in the market for this position, so we can’t tell you who it is quite yet!  This person will work as a Project Administrator just like you, but will also be responsible for leading your team, ensuring consistency in the work and systems of the Project Administrators, and acts as a liaison between the Project Administrators and other teams in the organization. 

 

In the interim, we can tell you that Sandi Grumbo has been fulfilling this role as Systems Support for years, which included the Team Lead functions.  Sandi will be moving into our Process Improvement role – she’ll be our strategist when it comes to making our systems hum.  In the meantime, Sandi will provide support to the incoming Team Lead as that person gets settled, so we are confident in a smooth transition under Sandi’s leadership.

 

YOUR SQUAD

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As our Project Administrator, you won’t have any direct reports.  Your team is 6-7 savvy other Project Administrators:  1-2 located in our Yellowknife, NT office, 1-2 working remotely, and the remainder located in the Spruce Grove, AB office, including you. 

 

Your project squad is a nimble team of Project Managers, Project Coordinators and Field Superintendents.  Your squad may change with each project based on each person’s skill set and the requirements of the project.  Although the squads are not fixed, we do try to create as much consistency in your squad as possible from project to project.  For each project, you and the others in your project squad will report to the assigned Project Manager, however, your Team Lead will also play an important role in ensuring that you and the Project Administrator team are provided with consistent support across all projects.

 

A LITTLE ABOUT YOUR TEAM

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Over the last year, the Operations team has grown and shifted.  Emad Delavari, our Director of Operations, joined the Ryfan family in late 2017.  In 2018 we hired 2 more Project Managers to round out that team and we are still growing by adding this position, a Team Lead, and others.  We are streamlining our team structure to better support nimble project management and work to our strengths.  We have clarified accountabilities and responsibilities throughout the organization to make sure each person understands the critical part you each play in the success of a project and the organization.

 

REQUIRED QUALIFICATIONS, EXPERIENCE & EDUCATION

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Our ideal candidate has the following background:

 

  • 2-5 years of project administration experience working with complex projects ($7-10M);
  • Demonstrated success in project delivery and execution of project management methods. Experience with Corecon is an advantage.

 

REQUIRED SKILLS

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Our ideal candidate will possess the following skills:

 

  • Intermediate to advanced skills using Excel, Word and other programs in Microsoft Office;
  • Flexibility to adjust to shifting priorities and deadlines;
  • Effective negotiation, diplomatic, and conflict resolutions skills;
  • Advanced interpersonal, team building, leadership and organizational skills. You are committed to supporting and developing your colleagues;
  • Able to effectively communicate with all types of staff, including technical, professional, and all levels of management;
  • Able to build and maintain lasting relationships with other departments and squads, key managers, and other stakeholders.

 

JOB-SPECIFIC COMPETENCIES

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In addition to living our Core Values daily, our ideal candidate demonstrates these job-specific competencies:

 

  • Client Focus: You provide added value through service excellence to our internal and external clients;
  • Planning & Organizing: You develop, implement and adjust plans to reach goals, while ensuring the optimal use of resources.  You are highly detail-oriented and hold yourself and others accountable to the plan;
  • Problem Solving:You identify problems and the solutions to them.  Your solutions enhance the organization not merely the task at hand;
  • Results Driven:You organize time, work and resources to accomplish objectives in the most effective and efficient way.  You take the time to prepare a risk-adjusted project plan with your team before starting and you can adapt the plan on the fly as necessary.
  • Team Leadership: You build strong teams by assuming a leadership role in helping others achieve excellent results. You recognize and help others to see how your team fits into the Ryfan family as a whole.

 

COMPENSATION

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A competitive compensation package will be negotiated based upon your experience and qualifications. This position is eligible for the following benefits: 

 

  • extended health
  • emergency travel medical
  • dental
  • vision
  • long term disability (LTD)
  • life insurance
  • accidental death and dismemberment (AD&D)

 

This position will be eligible to participate in our quarterly bonus program (target launch in 2020). 

 

SUBMIT YOUR APPLICATION

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If this description sounds like you, and if you’re excited about what we want to achieve, we hope you will submit a cover letter and resume to us.

General Application