Project Administrative Coordinator

Posted 19 days ago

Job Details

Full Time

Location

Ottawa, ON

Job Description

The Opportunity:

You are a highly organized planner with strong communication skills. The Project Coordinator/Administrative Assistant duties include preparing proposals, opening new projects and proposals within WSP's ERP system, tender documentation, project scheduling, project budgets, attending project meetings and producing meeting minutes, coordination with other offices on projects, word processing, documentation and reports, data entry, packaging of drawings and specification, and filing. In addition you will schedule meetings, manage calendars, and arrange travel for senior managers.

Why choose WSP?

We value and are committed to upholding a culture of inclusion and belonging
Our Flexible Work Policy - we recognize the importance of balance in our lives and encourage you to prioritize the balance in yours. We will support you on and off the job so you can be fully present in both your work and home lives.
A Canadian success story - we're proud to wear the red and white of this beautiful country and show the world what Canada has to offer.
Enhance the world around you - from the environment to the highways, to the buildings and the terrain, WSP is the fabric of Canada.
Outstanding career opportunities - we're growing and pushing ourselves every day to be greater than yesterday - we're open to your ideas and trying new things.
A phenomenal collaborative culture and a workforce filled with genuinely good people who are doing humbly important work. Come find out for yourself what it's like to be a part of our journey.

We offer attractive pay, flexible work options, a great corporate culture, comprehensive and employee-focused benefits including virtual healthcare and a wellness platform as well as great savings programs, and a clear vision for the future.

#WeAreWSP

What you can expect to do here:

Setup and manage project budgets and resourcing in our ERP financial system;
Provide project budget and schedule updates to Project Managers;
Assist Project Managers and Billers with invoicing and accounts receivable;
Develop, produce and distribute reports, studies, proposals, and general correspondence;
Collaborate with the team to coordinate proposals and prepare proposal submissions;
Maintain electronic filing system;
Typing, formatting, photocopying, and emailing documents;
Setup of project numbers and budgets;
Support client management activities;
Coordinate and manage calendar for internal and external meetings and conference calls, including room arrangements, catering, audio visual, etc.;
Maintain meeting minutes and distribute accordingly;
Provide backup support to other administrator/controllers, if required;
Other duties as assigned/required.

What you'll bring to WSP:

Minimum College diploma with 4 years relevant experience as an Administration Assistant preferably within an Engineering/Architectural or other professional service office;
Excellent organizational and time management skills to respond to changing priorities and handle multiple tasks;
Ability to multitask, prioritize and effectively meet deadlines;
Consistently deliver high-caliber, accurate work with a high degree of attention to detail, in a fast-paced environment;
Excellent Communication skills - written and verbal, including teamwork and interpersonal abilities; and
Ability to work independently as well as in a team environment.
Expertise with Microsoft Office tools including Microsoft Word, Excel, Outlook, PowerPoint and Teams;
Previous experience with Microsoft SharePoint, Bluebeam, and InDesign is an asset;
French language proficiency is an asset.

To qualify for this role, you must be eligible for Canadian Federal Government Enhanced Reliability clearance. This is a mandatory requirement.
WSP is one of the world's leading professional services firms. Our purpose is to future proof our cities and environments.

We have over 65,000 team members across the globe. In Canada, our 12,000+ people are involved in everything from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transportation networks, from finding new ways to extract essential resources to developing renewable power sources for the future.

At WSP:

We value our people and our reputation
We are locally dedicated with international scale
We are future focused and challenge the status quo
We foster collaboration in everything we do
We have an empowering culture and hold ourselves accountable

Please Note:

Health and Safety is a core paramount value of WSP. Given the importance of keeping one another safe it is expected that you comply with our Health, Safety & Environment (HSE) policy at all times as well as client HSE policies when working at client locations.

Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates being able to perform key physical tasks of the job as described in the job posting and interview. This may include the ability to work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).

WSP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

WSP is committed to the principles of employment equity. Only the candidates selected will be contacted.

WSP does not accept unsolicited resumes from agencies. For more information please READ THE FULL POLICY.

About WSP Canada

WSP is one of the world's leading professional services consulting firms. We are dedicated to our local communities and propelled by international expertise. We are technical experts and strategic advisors including engineers, technicians, scientists, planners, landscape architects and urban designers, surveyors and environmental specialists, as well as other design, program and construction management professionals. We design lasting solutions in the Buildings, Transportation, Infrastructure, Environment, Geomatics, Energy, Resources, and Industrial sectors as well as project delivery and strategic consulting services. With over 8,000 talented people across Canada, we engineer projects that will help societies grow for generations to come.