prosecution clerk

About the company

Company: Duncalfe Mechanical Ltd. Department: Project Management / Operations Reports to: Foreman/Project Manager

Your tasks

Position Summary The Project Clerk provides administrative and coordination support to ensure mechanical & plumbing projects run smoothly and efficiently. This role involves monitoring employee time, coordinating material orders, maintaining project schedules, maintaining safety documents, and ensuring project documentation is accurate and up to date.

Key Responsibilities 1. Time Monitoring and Labour Tracking

• Monitor and review employee timesheets, daily time entries, and project labour hours.
• Ensure employees charge their time to the correct projects and work orders.

• Entering time entries.
• Track labour hours against project budgets and report potential overruns to the Project Manager.

• Coordinate with payroll and accounting to resolve timekeeping discrepancies.
• Monitor overtime, travel time, and other project-related hours according to company policies.

2. Material Ordering and Purchasing Coordination

• Prepare and submit purchase orders for materials, equipment, tools, and supplies as authorized.
• Coordinate with suppliers to confirm pricing, availability, and delivery dates.

• Track outstanding orders and follow up on delayed or backordered materials.
• Ensure materials are delivered to the correct job site or fabrication shop when needed.

• Communicate material shortages, delivery delays
• Maintain accurate records of purchase orders, deliveries, and material costs.

3. Project Scheduling and Coordination

• Assist with preparing and maintaining project schedules, work plans, and delivery timelines.
• Coordinate manpower, site activities, material deliveries, and equipment requirements with foreman & project managers.

• Monitor upcoming project deadlines and identify scheduling conflicts.
• Follow up with relevant personnel to confirm job readiness and completion dates.

• Communicate schedule changes to affected team members and departments.
• Help ensure materials and resources are available when required to avoid unnecessary delays.

4. Project Administration and Documentation

• Maintain organized project files, including work orders, purchase orders, timesheets, schedules, and correspondence.
• Track project status, outstanding tasks, material requirements, and key deadlines.

• Ensure documentation is complete and readily available for project managers and accounting.
• Support the preparation of service reports, job packages, and closeout documentation.

5. Communication and Follow-Up

• Serve as a point of contact between project managers, field employees, suppliers, and internal departments for routine project coordination.
• Follow up on outstanding tasks, orders, approvals, and required documentation.

• Attend project coordination meetings and record action items when required.
• Maintain professional and timely communication with internal and external contacts.

Requirements

The ideal candidate is highly organized, detail-oriented, proactive, and capable of coordinating multiple projects while communicating effectively with plumbers, foreman, project managers, suppliers, and other departments.

Qualifications and Skills

• Previous experience in project administration, construction coordination, or a similar clerical role is an asset.
• Experience in mechanical contracting, plumbing, HVAC, fabrication, or construction is preferred.

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.

• Proficiency in Microsoft Outlook, Excel, and Word.
• Ability to learn and maintain company project management and accounting systems.

• Strong written and verbal communication skills.
• Ability to manage competing priorities and meet deadlines.

• Comfortable following up with employees, suppliers, and project managers to obtain required inf

Other

Location: 625 3 St SW, Dauphin, MB R7N 1R7