Project Administrative Assistant - Infrastructure

CIMA+; Calgary; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading infrastructure services firm in Calgary seeks a detail-oriented Project Administrative Assistant to support Project Managers with various administrative tasks, including invoice processing, document formatting, and project tracking. Candidates should have a diploma in Business Administration or a related field and 2+ years of administrative experience, preferably in the construction or engineering industry. Proficiency in Microsoft Office is essential. The company offers a comprehensive benefits package and a flexible work environment.

Benefits

Group benefits

Employee and Family Assistance Program

Retirement savings plan

Flexible work schedule

Qualifications

• At least 2 years of experience in administrative support or project coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong focus on accuracy and quality control in document preparation.

Responsibilities

• Assist PMs with monthly client invoices.
• Review and format reports and technical memos.
• Format contract documents for client review.
• Assist in opening, closing, and archiving projects.

Skills

Organization skills

Attention to detail

Communication skills

Proficiency in Microsoft Office Suite

Education

Diploma or degree in Business Administration, Project Management, or related field

Tools

Microsoft Dynamic 365 ERP

Job description

Welcome to CIMA+, a company committed to sustainable development. We are a firm 100% owned by its employees and value a collaborative and entrepreneurial mindset.

CIMA+’s Infrastructure team delivers customized infrastructure services for municipalities and real-estate developers. We are looking for an organized and detail-oriented Project Administrative Assistant to support various Project Managers and Contract Administrators in managing project-related administrative tasks.

Job Responsibilities

• Assist PMs with monthly client invoices by logging, filing, checking rates, and preparing any supporting attachments for PM input.
• Review and format reports and technical memos, ensuring grammar and spelling accuracy and verifying the use of correct templates.
• Format contract documents, including tender submittals for client review, IFT (Issued for Tender), RFQ (Request for Quotation), and IFC (Issued for Construction) specifications.
• Assist in opening, closing, and archiving projects, including document control and obtaining COI (Certificate of Insurance) and WCB (Workers’ Compensation Board) certificates.
• Provide occasional support with proposal preparation, ensuring proper formatting and content organization.
• Assist in the review and formatting of sole-source work plan proposals and Time, Task, and Matrix/Matrices (TTM) documents for submission to potential clients.
• Support Contract Administrators by assisting with the organization and management of construction documentation, including shop drawings, RFIs (Requests for Information), progress payment certificates, etc.
• Communicate effectively with clients, subconsultants, and vendors regarding Purchase Orders, qualification documents, and invoices for project-related work.
• Assist project managers by inputting project information into Microsoft Dynamic 365 ERP and CRM applications to ensure accurate project tracking and documentation.

Qualifications

• A diploma or degree in Business Administration, Project Management, or a related field is preferred.
• At least 2 years of experience in administrative support, project coordination, or a related role. Experience in the construction, engineering, or project management industry is an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with Microsoft Dynamic 365 ERP and CRM applications is a plus.
• Strong focus on accuracy and quality control in document preparation and formatting.
• Excellent written and verbal communication skills for interacting with clients, team members, and vendors.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

CIMA+ values diversity of talent and perspective. We offer a comprehensive benefits package, including group benefits, employee and family assistance program, retirement savings plan, and flexible work schedule. We are committed to ensuring equal access to resources and opportunities for candidates, regardless of their identity.

Accommodations are available on request. Find out about The CIMA+ advantage - CIMA+.