Administrative Coordinator

Al-Terra; Edmonton; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading engineering and landscape architecture firm in Edmonton seeks an Administrative Coordinator to provide comprehensive support for business line managers. The role requires strong communication skills, problem-solving abilities, and experience in administrative tasks. The successful candidate will manage document processing, scheduling, and coordination with clients and consultants, ensuring smooth operations across departments. This full-time position offers a competitive salary and benefits, emphasizing work-life balance and professional development.

Benefits

Competitive Salary

Bonus structure

Comprehensive extended benefits package

Professional Development support

Free onsite parking

Gym facilities

Corporate cell phone plan

Inclusive work environment

Qualifications

• Minimum five years in a similar administrative role.
• Experience in design consulting preferred.

Responsibilities

• Manage document processing and data entry tasks.
• Coordinate meetings, travel, and event arrangements.
• Assist in project setup and contract coordination.

Skills

Communication

Problem Solving

Organizational Skills

Time Management

Interpersonal Skills

Education

High school diploma

Post-secondary education

Tools

Microsoft Office Suite

Adobe InDesign

Job description

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Al-Terra is seeking an Administrative Coordinator to join our Site Development Engineering and Landscape Architecture departments in our Edmonton office. This new role involves providing comprehensive administrative support for the two Business Line Managers, along with corresponding team members and other Al-Terra departments on occasion. The successful applicant will manage a variety of tasks to ensure the smooth operation of these departments, including document management, scheduling, and internal / external coordination with clients, professional consultants, contractors, etc. The successful applicant will also be integrated with the technical staff on various production and quality control tasks, including assistance with project setup and closeout. Clarity of written and verbal communication, creativity in problem solving, and the desire to help streamline and improve the team’s systems, will be crucial to success in this position.

Responsibilities

Al-Terra is seeking an Administrative Coordinator to join our Site Development Engineering and Landscape Architecture departments in our Edmonton office. This new role involves providing comprehensive administrative support for the two Business Line Managers, along with corresponding team members and other Al-Terra departments on occasion. The successful applicant will manage a variety of tasks to ensure the smooth operation of these departments, including document management, scheduling, and internal / external coordination with clients, professional consultants, contractors, etc. The successful applicant will also be integrated with the technical staff on various production and quality control tasks, including assistance with project setup and closeout. Clarity of written and verbal communication, creativity in problem solving, and the desire to help streamline and improve the team’s systems, will be crucial to success in this position.

Responsibilities

• Document Processing and Data Entry: Preparation of letters, memorandums, and reports, project work plans, schedules, tender and construction documents and specifications, cost estimates and bid forms, etc.
• Document Quality Control: Format, proofread, and edit documents such as reports, proposals, and correspondence, ensuring consistency and adherence to company and client brand and style guidelines.
• Proposal Coordination: Assist in the preparation and facilitation of proposals, ensuring accuracy and adherence to client requirements.
• Scheduling and Meeting Support: Schedule and coordinate meetings, appointments, and events for Department Managers and team members. Prepare and distribute agendas and meeting notes.
• Travel and Event Arrangements: Coordinate travel plans, including flight scheduling, accommodation bookings, event registration, and expense claims.
• Email Communication: Manage and prioritize email communications, ensuring timely responses and follow-ups.
• File/Folder Management: Maintain and organize project and corporate files and folders, ensuring easy access and retrieval of information. Manage computer-based filing, maintaining filing system in both electronic (i.e. Sharepoint, Teams) and hard copy.
• General Administrative Tasks: Perform other administrative duties as required, including assistance with timesheets, invoicing, expense tracking and other tasks as requested.
• Additional administration support may be required for:
• Contract Coordination: Assist in the review and coordination of consulting services and construction contracts, ensuring timely execution and compliance with company policies.
• Project Coordination: Assist in project setup, requesting of outside technical documents, review to ensure completeness, creation and management of document databases/platforms for internal and external use (i.e. clients and sub-consultants), maintain contact databases, etc.
• Public Engagement Coordination: Assist in organizing public-facing engagements, open houses, and project events, including logistics and material preparation.
• Staff Development Support: Provide administrative support for staff career development initiatives.

Requirements

• Education: High school diploma or equivalent. Post-secondary education in a related field is considered a strong asset.
• Experience: Minimum of five years of experience in a similar business administrative role. Preference will be given to candidates with experience in the design consulting industry.

Qualifications

• Advanced proficiency and/or certification in Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint, etc.). Familiarity with spreadsheets, document management systems, version control, and technical writing principles.
• Excellent written and verbal communication skills in English. Exceptional attention to detail and proofreading abilities (grammar and spelling).
• Strong organizational and time management skills. Ability to prioritize and manage multiple tasks simultaneously. Ability to work under pressure and be adaptable in your approach to meet tight / competing deadlines.
• Excellent interpersonal skills for collaboration with various departments and stakeholders. Ability to work independently and as part of a team.
• Education / training and skills in graphic design, layout and formatting software (i.e. use of Adobe InDesign for proposal and report preparation) will be considered a strong asset.

Working Conditions

• Full Time (40 hours per week). Occasional overtime may be required.
• This position reports to the Manager, Site Development and Manager, Landscape Architecture (Edmonton).
• Salary commensurate with education and experience.
• Our team works primarily full-time from our Edmonton office. However, we prioritize employee satisfaction and work-life balance. When possible, we can offer flexible hour, subject to workload, departmental needs, and impact on the team.

Physical Requirements

• Ability to lift 25 pounds.
• Work at a desk for extended periods of time

Benefits

• Competitive Salary
• Bonus structure
• Competitive annual vacation package and employee flex time
• Professional Development with sustained support for continuing education and career development is available and encouraged for all team members.
• Comprehensive extended benefits package that includes vision, dental, life insurance, a health care spending account and access to an Employee and Family Assistance Program
• Free onsite parking and gym facilities.
• Corporate cell phone plan
• A supportive and inclusive work environment with extra-curricular activities, an active social committee, company and professional events, and a wellness program.

About Al-Terra

Al-Terra is an Alberta-based engineering, landscape architecture, and geomatics firm that specializes in getting people where they need to go and creating places where they want to be. Our 100+ staff provide comprehensive engineering and consulting services to a diverse range of clients including municipalities, government agencies and private developers. Since 1976, we have provided highly trained, engaged staff who act as trusted partners in our clients’ projects while cultivating strong relationships with the people and communities we serve.

Our Core Values

We are a company driven by core values. We are proud to embody these values with our colleagues, clients, and partners.

• We build on what has made us great.
• We cultivate exceptional professionals.
• We are authentic, we are intentional, we are fun.
• We provide superior service to build clients for life.
• We are compassionate citizens of our community.

To Apply

Apply herewith your resume and cover letter.

Only applicants eligible to work in Canada will be considered.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Civil Engineering

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