Project Assistant, Funding Services - Sustainable Affordable Housing

Federation of Canadian Municipalities; Ottawa; Hybrid; CAD 51,000 - 59,000; Full time

Job summary

The Federation of Canadian Municipalities is looking for a Project Assistant for their Funding Services team focusing on Sustainable Affordable Housing. This hybrid role involves coordinating GMF applications and providing administrative support for funding initiatives, requiring strong organization skills and bilingual proficiency in English and French. Ideal candidates hold relevant post-secondary education and have experience in office administration. Enjoy a flexible work model, with opportunities for personal and professional development.

Benefits

Flexible work arrangements

Commitment to employee development

Competitive range of employee benefits

Qualifications

• A minimum of three years’ work experience in a related administrative field.
• Familiarity with a Customer Relationship Management (CRM) system is considered an asset.

Responsibilities

• Responsible for coordination and administrative support in processing GMF applications.
• Acts as a focal point between Project Officers, Finance staff, and other FCM staff.
• Monitors new applications and reviews submitted documents for completeness.

Skills

Strong knowledge of business support processes

Excellent organization skills

Strong attention to detail

Strong verbal and written communication skills

Education

Post-secondary education specialized in office administration or business administration

Tools

MS Office suite

Job description

Project Assistant, Funding Services - Sustainable Affordable Housing

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Project Assistant, Funding Services - Sustainable Affordable Housing

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The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

Position Project Assistant, Funding Services - Sustainable Affordable Housing Department G&D - GMF - Client and Funding Services Classification Level 2 Salary

Our salaries generally range from $51,765 to $58,870 and are based on qualifications and experience

Languages Bilingual English and French required Term 18-month contract Location Hybrid (Ottawa)

Why GMF is the place for you

At GMF, we empower our people to create change where it has the most impact – municipalities. GMF is a $1.6 billion permanent endowment from the Government of Canada, managed at arm's length, making it nimble and available for higher-risk, higher-impact initiatives. A further $530M investment into GMF to support the National Adaptation Strategy was announced in November 2022. Our team is committed to helping local governments switch to sustainable practices faster. GMF is the cornerstone program of the Federation of Canadian Municipalities (FCM).

Our unique mix of funding, resources, and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians. Through GMF, municipalities have reduced carbon emissions; built better transportation assets; constructed efficient and resilient buildings; diverted waste from landfill; made previously unusable land available for development; and improved soil and water quality.

You in this role

Responsible for coordination and administrative support associated with processing of GMF applications, and with preparing and processing GMF contracts and disbursements. This includes managing all electronic and hard copy documentation, monitoring the reception of new applications, corresponding with clients, reviewing information for completeness, tracking documents and deadlines, providing follow up as needed, and monitoring of files through the process with a highly client centric focus. Acts as a focal coordination point between Project Officers, Finance staff and other FCM staff on matters related to GMF funding initiatives.

What you’ll be doing

• Monitors the reception of new applications. Reviews all applications submitted for completeness, enters data into database and shared drive. Answers enquiries related to the submission of GMF applications.
• Drafts and proofreads memos and documentation for GMF Council, including distribution reports and applications summary sheets.
• Drafts contracts in accordance with pre-established templates and content information supplied by Project Officers and Manager.
• Receives and processes the applicants’ disbursement requests, identifies any problems with invoices or missing information, provides information to Project Officers.
• Types, formats, proofreads and sends correspondence to applicants with pre-established templates.
• Acts as key liaison between Project Officers and other FCM staff related to status of GMF funding initiatives (including Finance, Legal, and Outreach), coordinates input, tracks documents and deadlines and provides follow-up as needed.
• Manages all electronic and hard copy filing (including creating folders for Finance, scanning letters, contracts and reports, archiving, etc.) and updates database.
• Contributes suggestions and written content to support process improvements in funding workflow and to funding documents and tools.
• Responsible for revising and updating the procedures manual and correspondence templates including developing new or revising existing templates to respond to changes in procedures.
• Provides administrative support to the Funding team, which includes coordinating meetings, meeting minutes, tracking documents and deadlines, and providing follow up as needed.
• Verifies, codes, and processes invoices and expense claims. Ensures financial guidelines and any terms of contracts are respected.
• Coordinates translation and production of documents, including liaising with external service providers, communicating timelines and following-up as required.
• Coordinates travel arrangements for team members.
• Participates as required in cross-functional team project work and meetings for FCM Programs department or in FCM-wide initiatives.
• Provides back-up support to other Project Assistants, Funding Services, as required.
  
  

Your skills make us better

You Bring

• Post-secondary education specialized in the area of office administration, business administration or a related discipline.
• A minimum of three years’ work experience in a related administrative field.
• Strong knowledge of business support processes and tools, computer business applications (MS Office suite) and database management.
• Familiarity with a Customer relationship Management (CRM) system or Grants Management systems is considered an asset.
• Capacity to take initiative, keep track of documents and timelines and follow-up.
• Proven ability to develop and maintain positive working relationships with external and internal stakeholders.
• Excellent organization skills related to coordinating a large volume of files and variables.
• Ability to prioritize, multi-task and anticipate needs in a fast-paced environment with some tight deadlines.
• Strong attention to detail and accuracy.
• Strong verbal and written communication skills.
  
  

Why working here rocks

We Prioritize Work-life Balance With Our Flexible Model

• When we say flexible work model, we mean that in collaboration with your manager and based on what your team needs, you have the flexibility to determine when you work so that you can enjoy a healthy balance between work and personal demands.
• While you do need to live in Canada for this role, you can primarily work from home. Travel may be required to Head Office in Ottawa periodically. The majority of the GMF team operates from the National Capital Region.
• We do like to visit the areas we are impacting and it allows us to see unique and wonderful parts of our country. You may find yourself traveling nationally 10-15% of the time.
  
  

We don’t just talk about employee wellness, we live it:

• Summer hours between July 1 and Labour Day:
• 7-hour workdays rather than 7.5
• Every Friday off in the summer
• Flexible work arrangements to support productivity and well-being
• Commitment to employee development
• Competitive range of employee benefits and services
• Office facilities located in the Byward Market and Ottawa’s downtown core
  

We’re committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

How To Apply

If this role speaks to you and the impact you want to make, we’d love to hear from you! Apply today.

The deadline to apply is July 1st, 2025, or until the position is filled.

The future of work here includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work.

The future of work at FCM includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work. The successful candidate is required live within 80kms of downtown Ottawa and be authorized to work in Canada.

For additional information on this posting, or for further information on FCM, access our website at www.fcm.ca. Learn more about the Green Municipal Fund at https://greenmunicipalfund.ca/

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other

• Industries

  Government Relations Services

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