Administrative Assistant (Project Assitant)

Williams Engineering Canada Inc. - Abbotsford, BC (30 days ago)

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At Williams Engineering Canada, we brighten the lives of people in our community.

We believe in the value of shared knowledge to better consult, create, and encourage diverse perspectives, to provide innovative solutions across the busiest cities and the most remote regions of Western and Northern Canada.

We recognize that our people do much more than engineer solutions and solve our clients’ greatest challenges; they have the opportunity to impact the communities in which they live, work, and build relationships in. In order to make a positive impact on our communities, we must start by positively impacting our own people. To us, this means providing fair compensation, training, advancement opportunities, and an open-door team environment. This also means maintaining a healthy work-life balance, which is why we offer a flexible work environment to support the unique and busy lives that our people lead.

At Williams Engineering Canada, we brighten the lives of people in our community.

Reports to: Branch Administrator

Based at: Abbotsford Office

Position Purpose: Providing a positive impression of the firm through exceptional customer service to internal and external clients, while embodying WEC’s Purpose and Core Values of improving the greater community and strategic goals for success. Although this position is associated with a branch location, the role supports teams across the company with a variety of business services support functions, ensuring corporate standards for procedures and policies are upheld and consistently meeting company objectives. This position has potential to lead to other career opportunities within the various business functions of Williams Engineering Canada Inc. (WEC).

Specific Responsibilities Include:

  • Coordinate office couriers on a timely basis, as required
  • Receive, date and time stamp tender packages for Project Managers (PM’s).
  • Assist project teams with all support tasks such as:

o new opportunity set up;

o proposal preparation;

o editing, formatting, and proofing of all project documentation (reports, specifications, construction contracts, spreadsheets, etc.);

o and updating appropriate WEC project tracking tools.

  • Attend project meetings and take minutes, as required.
  • May assist team mates with booking travel, accommodation, and meetings as appropriate.
  • Prepare meeting agendas, documentation and prepare and distribute minutes.
  • Assist PM’s with project tracking and maintenance of client contact information in Microsoft Dynamics.
  • May act as a client contact as appropriate.
  • May receive, deliver and track drawings for specific projects.
  • Basic understanding of drawings for advanced proposal/report preparation assistance.
  • Prepare reports using corporate standards and templates and contribute feedback for appropriate updates of these templates.
  • Assist with project close out including project profiles.
  • Assist PM’s with inputting and updating Project Management software.
  • Assist with building development support by utilizing opportunity based websites, such as but not limited to: APC, BCBid,, MERX.Assist PM’s with the following:

o compiling information from engineers and other appropriate sources as requested.

o e-mail, correspondence, client communications, distribution of information to clients and peers.

o ensuring schedules are met for deadlines, documents and meetings.

  • Provide quality control services to ensure corporate standards and procedures are met and promote WEC’s brand.
  • Team mates are required to adhere to the company policies and guidelines as well as the company and client safety policies and practices in effect at any given time.
  • Become proficient in the use of WEC software required for this position.
  • Develop a wealth of company knowledge to appropriately assist inquiries from the public.
  • Other support tasks as necessary including but not limited to: answering and directing telephone calls, greeting visitors, and distributing mail.

Qualifications and Experience:

  • A Certificate in Business Administration or a similar program is preferred.
  • Minimum of 2 years administrative or related experience.
  • Strong ability for marketing / sales support tasks.
  • Enjoys administrative work and has an interest in engineering or project management.

Skills and Capabilities:

  • Highly organized and able to work in a dynamic atmosphere
  • Good interpersonal skills; a person who listens well, respects diversity of opinions and has an open, clear and succinct communication style.
  • Effective organizational and time management skills in handling multiple projects, performing a variety of tasks, and meeting required deadlines.
  • Ability to represent the company to other WEC team mates, clients and community by ensuring the best image is presented.
  • Application knowledge of WEC systems and programs (including Microsoft Office 365, SharePoint, Deltek Vision, Microsoft Dynamics, Conga, and Newforma).
  • Able to take on new/additional roles and responsibilities on a pro-active basis.

Contract length: 18 months

Job Types: Full-time, Temporary

Benefits:

  • Casual dress
  • Dental care
  • Disability insurance
  • Employee assistance program
  • Extended health care
  • Life insurance
  • On-site parking
  • Paid time off
  • RRSP match
  • Wellness program
  • Work from home

Schedule:

  • 8 hour shift
  • Monday to Friday

COVID-19 considerations:
Currently we are providing all of our teammates with 2 masks and hand sanitizer at every desk. The office has enough space to safely physically distance while working in the office, and we offer working from home part-time.

Experience:

  • administrative: 2 years (Required)

Location:

  • Abbotsford, BC (Preferred)

Work remotely:

  • No