Project Assistant

Williams-Engineering-Canada-Inc.; Calgary; Hybride; CAD 42 000 - 66 000; Plein temps

Résumé du poste

Williams Engineering Canada invites an organized administrative professional to join our Calgary regional office on a hybrid schedule (1 day minimum in‑office). You will provide essential project support, manage documentation, and coordinate with internal teams and clients to ensure smooth operations.

Reporting to the Team Lead of Project Controls, you will assist with meeting prep, travel bookings, minutes, and data entry in WE systems such as Vantagepoint and SharePoint, while upholding WE's

Qualifications

• A Certificate in Business Administration or a similar program is preferred.
• Minimum of 2 years administrative or related experience.
• Interest in engineering or project management with marketing/sales support ability.

Responsabilités

• Coordinate office tasks, manage correspondence, and support project teams.
• Prepare meeting materials, minutes, and travel arrangements as needed.
• Assist PMs with project tracking, schedules, client communications, and documentation.
• Support marketing and sales activities and maintain client contacts in Vantagepoint.
• Ensure adherence to corporate standards and provide quality control.
• Greet visitors and handle general reception duties.

Connaissances

Marketing support

Administrative skills

Interpersonal skills

Organizational skills

Formation

Certificate in Business Administration or similar program

Outils

Microsoft Office 365

SharePoint

Vantagepoint

Panda Doc

Description du poste

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

Knowing what we do reaches beyond a single project, we believe it's not only our responsibility but our core purpose to engineer cities that are safe, inclusive, and resilient.

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.

We’re proud to be certified as a Great Place to Work®, reflecting our commitment to fostering a positive, inclusive, and collaborative workplace. Our team members thrive in an environment that values growth, innovation, and respect. Join us, and experience firsthand what makes our culture truly exceptional!

There are many reasons why remote working helps people have more control over their work and balance their lives, that's why at Williams Engineering, we believe a remote work strategy makes business sense and helps us achieve our purpose of brightening the lives of people in our communities by reducing our carbon footprint.

Reports to:

Team Lead, Project Controls

Based at:

Regional Office - Calgary (Hybrid, 1 day minimum in-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 meet company objectives. This position has potential to lead to other career opportunities within the various business functions of Williams Engineering Canada Inc. (WE).

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
• proposal preparation;
• editing, formatting, and proofing of all project documentation (reports, specifications, construction documents and contracts, spreadsheets, etc.);
• and updating appropriate WE 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 Vantagepoint.
• 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:
• compiling information from engineers and other appropriate sources as requested.
• e-mail, correspondence, client communications, distribution of information to clients and peers.
• ensuring schedules are met for deadlines, documents and meetings.
• Provide quality control services to ensure corporate standards and procedures are met and promote WE’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 WE 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 WE team mates, clients and community by ensuring the best image is presented.
• Application knowledge of WE systems and programs (including Microsoft Office 365, SharePoint, Vantagepoint, Panda Doc).
• Able to take on new/additional roles and responsibilities on a pro-active basis.