Project Administrative Assistant

CIMA+; Burlington; Hybrid; CAD 50,000 - 65,000; Full time

Job summary

A leading Canadian engineering firm seeks a highly organized Project Administrative Assistant in Burlington, Canada. This role involves administrative and coordination support for municipal and transportation projects, ensuring smooth documentation and communication. Ideal candidates will have a diploma in business or related fields and at least 2 years of relevant experience, with proficiency in Microsoft Office Suite. The firm offers a supportive work environment, great benefits, and opportunities for professional growth.

Benefits

Comprehensive Group Benefits

Retirement Savings Plan with employer contribution

Employee Assistance Program

Flexible work schedule

3-5 weeks of vacation

Qualifications

• 2+ years of experience providing administrative or coordination support within an engineering, construction, or consulting environment.
• Familiarity with municipal infrastructure projects is an asset.
• Strong communication, organization, and multitasking skills.

Responsibilities

• Support Project Managers in the administrative coordination of municipal infrastructure projects.
• Prepare and maintain project documents including reports and proposals.
• Assist with client invoicing and expense tracking.

Skills

Organization

Communication

Attention to detail

Multitasking

Education

Diploma or degree in Business Administration, Project Management, or Civil/Infrastructure Technology

Tools

Microsoft Office Suite

Microsoft Dynamics 365

Job description

Welcome to a commitment to sustainable development you can relate to.

Welcome to people with an inspiring vision of the future and challenge seekers.

At CIMA+, you’ll find a place where your ideas and perspectives are welcomed and encouraged. In both the field and at the office, you’ll get plenty of opportunities to reach your full potential in an environment that’s engineered for people.

We are a firm 100% owned by its employees and we value a collaborative and entrepreneurial mindset. You will have the flexibility to manage your work on your own terms and the opportunity to work on projects you can relate to.

Welcome to CIMA+

Job Description

CIMA+’s Municipal Infrastructure team combines technical excellence with a deep understanding of community needs to deliver high-quality, sustainable solutions across Canada. From roads and sewers to active transportation and utility infrastructure, our multidisciplinary teams bring projects from concept to completion—on time and on budget.

We are seeking a Project Administrative Assistant who thrives on organization, collaboration, and precision. In this role, you will provide administrative and coordination support to Project Managers and Engineers working on municipal and transportation infrastructure projects. You’ll help ensure that project documentation, communication, and reporting processes run smoothly—while maintaining an awareness of the technical context behind the work.

This is an excellent opportunity for an organized, detail-oriented individual interested in administrative excellence within a technical consulting environment.

Key Responsibilities

• Support Project Managers in the administrative coordination of municipal infrastructure and transportation projects.
• Prepare, format, and maintain project documents including reports, proposals, tender submissions, and meeting materials.
• Assist with client invoicing, purchase orders, and expense tracking in collaboration with accounting and project teams.
• Coordinate project set-up, document control, and closeout activities including archiving and maintaining digital project records.
• Track schedules, budgets, and deliverables using project management tools (MS Project, Excel, or Dynamics 365).
• Participate in project and client meetings by preparing agendas, recording minutes, and following up on action items.
• Communicate with municipalities, subconsultants, and internal teams to ensure information is properly documented and shared.
• Maintain awareness of basic civil and municipal terminology to support accurate documentation and communication.
• Contribute to continuous improvement by supporting process standardization and quality control of project documentation.

Qualifications

• Diploma or degree in Business Administration, Project Management, or Civil/Infrastructure Technology (or equivalent experience).
• 2+ years of experience providing administrative or coordination support within an engineering, construction, or consulting environment.
• Familiarity with municipal infrastructure projects (roads, sewers, water, or transportation) is an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); knowledge of Microsoft Dynamics 365 or similar ERP/CRM tools is an advantage.
• Strong attention to detail and commitment to document accuracy and formatting standards.
• Excellent communication, organization, and multitasking skills.
• Ability to collaborate within multidisciplinary teams and adapt in a fast-paced, deadline-driven environment.
• Bilingualism (English/French) is an asset.

Why choose CIMA+? Because we offer you:

• Comprehensive Group Benefits available from day one for all permanent employees working at least 20 hours per week
• Employee and Family Assistance Program
• Retirement Savings Plan (RRSP) with up to 4% employer contribution
• As an employee-owned company, an annual opportunity to purchase shares for all employees
• Flexible work schedule in a hybrid work mode
• Work/Life balance policy across Canada
• 3-5 weeks of vacation, based on years of relevant experience
• Tailored training to improve your existing skills

Additional Information

CIMA+ uses an applicant tracking system that includes an automated match score feature. However, this score is not used to screen, assess, or select applicants. All hiring decisions are made through human review.

Ethics and integrity are fundamental values at CIMA+. That is why we are committed to ensuring equal access to resources and opportunities for candidates, regardless of their identity (race, ethnicity, colour, religion, gender, age, disability, sexual orientation, gender identity or expression, socio‑economic status or background, etc.).

In keeping with the principles of employment equity, we encourage all applications, including, but not limited to, those from women, Indigenous people, people with disabilities and visible minorities. We also encourage candidates to complete the self‑identification form when applying for employment.

Accommodations are available on request. Your Business Partner will process your request.

Find out about The CIMA+ advantage - CIMA+.