Project Administrative Assistant

Worley; Vancouver; On-site; CAD 69,027 - 93,389; Full time

Job summary

A global professional services company is currently recruiting a Project Administrator for its Vancouver, BC office. This full-time role provides high-level administrative support to project teams and involves coordination of proposals, project documentation, and stakeholder support. The ideal candidate will have at least 5 years of relevant experience, a Bachelor's Degree, and strong organizational skills. Salary ranges from $69,027 to $93,389 annually based on qualifications and experience.

Qualifications

• Minimum 5 years’ experience in an Administrative Assistant or Project Assistant role.
• Experience supporting tenders, proposals, or bid submissions.
• Highly organized with strong document control skills.

Responsibilities

• Coordinate the tender and proposal process for new projects.
• Liaise with Senior Project Managers and Project Engineers.
• Coordinate meetings and arrange travel for project staff.

Skills

Advanced proficiency in Microsoft Office Suite

Strong written and verbal communication skills

Organizational skills

Document control and information management

Education

Bachelor's Degree

Tools

SharePoint

Job description

Worley is a global professional services company of energy, chemicals and resources experts. We partner with customers to deliver projects and create value over the life of their assets. We’re bridging two worlds, moving towards more sustainable energy sources, while helping to provide the energy, chemicals and resources needed now.

Purpose

We are currently recruiting for a Project Administrator. Our team includes world class experts and dynamic go-getters. This is a full-time position based in Vancouver, British Columbia.

The Project Administrative Assistant provides high level administrative and coordination support to Project Managers and project teams within a fast paced engineering environment. This role plays a key part in proposal coordination, project documentation, reporting, and stakeholder support, ensuring projects are executed efficiently, compliantly, and to a high standard of quality.

Responsibilities

Project & Proposal Support

• Coordinate and support the tender and proposal process for new projects, including document preparation in line with corporate branding and quality standards.
• Compile, format, proofread, and finalize proposals, reports, and project documentation.
• Track outstanding inputs, follow up with contributors, and ensure deadlines are met.
• Prepare final presentation packages, including electronic and hard copy deliverables.

Project Coordination & Administration

• Liaise closely with Senior Project Managers, Project Engineers, and internal stakeholders to gather information for proposals, reports, and special projects.
• Source, organize, and manage internal and external project documents and reference materials.
• Maintain accurate, confidential project records, correspondence, reports, and registers in both digital and hard copy filing systems.
• Support project reporting activities, including data compilation, status updates, and dashboards (as required).

Meetings, Travel & Logistics

• Coordinate meetings, including calendar invitations, agenda preparation, minute taking, room bookings, AV setup, and catering arrangements.
• Prepare, distribute, and archive meeting agendas, minutes, and action logs.
• Arrange domestic and international travel for project staff, ensuring compliance with company travel policies.

Office & Team Support

• Maintain vacation and coverage schedules for project teams.
• Provide daily backup support for reception and front office functions.
• Use automated office systems and collaboration tools to support project delivery and meet deadlines.
• Support continuous improvement of administrative processes and document control practices.

What You Will Bring

Technical and Industry Experience:

• Minimum 5 years’ experience in an Administrative Assistant or Project Assistant role, preferably within an engineering, construction, or professional services environment.
• Demonstrated experience supporting tenders, proposals, or bid submissions.
• Advanced proficiency in Microsoft Office Suite:
• Word – Advanced.
• Excel – Advanced.
• PowerPoint – Intermediate.
• Visio – Intermediate (asset).
• Strong written and verbal communication skills with exceptional attention to detail, grammar, and formatting.
• Proven ability to manage multiple priorities, deadlines, and stakeholders in a dynamic environment.
• Highly organized, with strong document control and information management skills.
• Ability to handle confidential and sensitive information with discretion and professionalism.

Assets

• Previous experience in an engineering, EPC, or technical consulting environment.
• Familiarity with document management systems, SharePoint, or project controls platforms.

Key Competencies

• Strong organizational and time management skills.
• High level of accuracy and quality focus.
• Proactive, adaptable, and solution oriented.
• Comfortable working independently and as part of a project team.
• Willingness to provide flexible support during peak project or tender periods.

Required

Education – Qualifications, Accreditation, Training:

• Bachelor's Degree required.

Office based.

Occasional overtime may be required to support critical project or tender deadlines.

For applicants based in the province of British Columbia, the salary range is $69,027 to $93,389.

Application of the pay band: Variation in salary is determined by factors such as the candidate’s qualifications, relevant years of experience, geographic location, internal pay equity, and prevailing market conditions for the specific role.

Please note: No agency representation or submissions will be recognized for this vacancy.

Worley is committed to providing a fair and equitable hiring process for all applicants. As part of this commitment, Worley will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If you require any accommodations or assistance, please contact us at: [e-mail]

Moving forward together
Whatever your ambition, there’s a path for you here. And there’s no barrier to your potential career success. Join us to broaden your horizons, explore diverse opportunities, and be part of delivering sustainable change.

Ready to join us? Apply now to submit your CV.