PROJECT CLERICAL ASSISTANT (New Position)

Nordmin Engineering Ltd.; Northwestern Ontario; Hybrid; CAD 50,000 - 62,000; Full time

Benefits offered by this job

Competitive salary

Paid overtime after 40 hours

RRSP matching

Profit sharing

Paid sick days

Extended health & dental benefits

Healthcare Spending Account

Vacation starting at three weeks

Wellness allowance

Access to paid training and upgrading

Flexible schedule

Job summary

Nordmin Engineering Ltd. is seeking a Project Clerical Assistant to provide clerical and administrative support to project teams in delivering engineering and consulting projects.

You will help with documentation, records, correspondence, meetings and reporting, under the direction of the Director of Project Services. No prior project-related experience is required as Nordmin trains, mentors and develops you on the job; the role offers a clear path toward the Project Coordinator position, with

Qualifications

• High school diploma or equivalent.
• Post-secondary education in office administration, records management or related field is considered an asset but not required.
• Previous clerical, administrative or project-related experience is an asset but not required.
• Strong organizational skills and attention to detail, with ability to meet deadlines.
• Strong written and verbal communication skills and interpersonal skills.
• Reliability, cooperation, professionalism and willingness to learn.
• Proficiency with Microsoft Office and ability to learn project-documentation systems.
• CAPM certification is considered an asset for advancement.

Responsibilities

• Provide clerical and administrative support to Project Coordinators, Associate Project Managers, Project Managers and project teams.
• Assist with preparation, formatting, proofreading, copying, scanning, filing, issuance and distribution of project correspondence, reports, meeting minutes, presentations and other documentation.
• Assist with business travel arrangements as required, coordinating flights, accommodations and other travel needs.
• Maintain project files, correspondence records, contact lists, action lists and document registers.
• Assist with project meetings, including scheduling, materials, minutes and action-item records.
• Enter, organize and maintain project information within document-management and reporting systems.
• Follow up with project personnel to obtain routine information and assist with reporting and administration.
• Complete assigned clerical activities accurately and escalate non-routine matters.
• Assume increasing responsibility for clerical activities and mentoring junior staff, with progression toward Project Coordinator.

Skills

Organizational skills

Communication skills

Attention to detail

Microsoft Office proficiency

Reliability and teamwork

Education

High school diploma or equivalent

Post-secondary education in office administration asset

Tools

Office software suites

Document management systems

Job description

CAREER OPPORTUNITY

Since 2005, Nordmin Engineering Ltd. has provided engineering, technical and project delivery services to the mining and resource sectors. From our offices in Thunder Bay and Sudbury, Ontario, and Salt Lake City, Utah, our multidisciplinary teams support clients and projects across Canada, in the Americas and other international locations.

Nordmin provides practical engineering solutions across all stages of project development, from early studies and project planning through detailed engineering, procurement, construction support and project execution. Our work ranges from focused engineering assignments to large, multidisciplinary mining projects, often requiring our teams to work across different jurisdictions, operating environments and client organizations.

As a consulting engineering company, our success is built on the knowledge and experience of our people, our ability to respond to our clients’ needs, and our commitment to delivering practical, effective solutions safely, on schedule and within budget. Our diverse project portfolio provides opportunities for our employees to develop their technical and project delivery experience while working with clients and project teams in Canada and around the world.

As we continue to grow and develop our project delivery team, Nordmin Engineering Ltd. is accepting applications from qualified candidates for the following position:

PROJECT CLERICAL ASSISTANT

JOB SUMMARY

The Project Clerical Assistant provides clerical and administrative support to Project Coordinators, Associate Project Managers, Project Managers and project teams in the delivery of engineering and consulting projects. The role assists with project documentation, records, correspondence, meetings, reporting activities and other routine project support requirements.

Reporting to the Director of Project Services, the position is intended for individuals who demonstrate reliability, attention to detail, organization, professionalism and a willingness to learn. Previous clerical, administrative or project-related experience is not required, as Nordmin’s project clerical procedures, systems and practices can be developed through training, mentorship and on-the-job experience.

Working under the direction of Project Services and project leadership personnel, the Project Clerical Assistant assumes increasing responsibility as experience and capability are demonstrated. This may progress from completing routine clerical and administrative assignments to independently completing familiar project support activities, coordinating day-to-day clerical requirements and providing guidance to more junior project support personnel. The position also provides a development path toward the Project Coordinator role for employees who demonstrate the required capability and develop the necessary project‑administration knowledge and experience.

Other duties may be assigned as necessary.

KEY RESPONSIBILITIES

• Provide clerical and administrative support to Project Coordinators, Associate Project Managers, Project Managers and project teams.
• Assist with the preparation, formatting, proofreading, copying, scanning, filing, issuance and distribution of project correspondence, reports, meeting minutes, presentations and other documentation.
• Assist with business travel arrangements as required, working with employees and Nordmin’s travel service provider to arrange flights, accommodations, vehicle rentals and other travel requirements.
• Maintain project files, correspondence records, contact lists, action lists, document registers, trackers and other project information in accordance with established procedures.
• Assist with project meetings, including scheduling, meeting arrangements, preparation of materials, recording and distributing minutes and maintaining action‑item records.
• Enter, organize and maintain project information within established document‑management, reporting and administrative systems.
• Follow up with project personnel to obtain routine information and assist with the collection and compilation of information required for project reporting and administration.
• Complete assigned project clerical activities accurately and in accordance with established procedures, priorities and deadlines, referring unusual or non‑routine matters to appropriate Project Services or project leadership personnel.
• Assume increasing responsibility for project clerical and administrative activities as experience is gained, including coordinating routine clerical requirements, reviewing work for completeness, providing guidance to more junior project support personnel and developing the knowledge and skills required for progression within Project Services.

QUALIFICATIONS AND EXPERIENCE

• High school diploma or equivalent.
• Post‑secondary education, courses or training in office administration, business administration, records management or a related field is considered an asset but is not required.
• Previous clerical, administrative or project‑related experience is considered an asset but is not required.
• Strong organizational skills and attention to detail, with the ability to complete assigned activities accurately and within established deadlines.
• Strong written and verbal communication skills and effective interpersonal skills.
• Demonstrated reliability, cooperation, professionalism and willingness to learn.
• Proficiency with Microsoft Office applications and general computer systems, with the ability to learn project‑documentation, document‑management and administrative systems.
• Project management fundamentals and CAPM‑related education are encouraged as employees progress within the role. CAPM certification is considered an asset for advancement to the Project Coordinator classification

PROVIDED BY NORDMIN

• A highly competitive salary.
• Paid overtime after 40 hours.
• A matching RRSP system.
• Profit sharing (bonus) when possible.
• Paid sick days.
• Extended health & dental benefits.
• Healthcare Spending Account.
• Vacation starting at three (3) weeks.
• Paid holiday closure days in December (up to 2 weeks paid time off in addition to paid vacation time).
• Annual Wellness Allowance.
• Access to paid training and upgrading opportunities.
• Flexible schedule opportunities.

SALARY RANGE

$49,700 TO $62,120 plus up to 6% Employer matched RRSP contributions.

HOURS OF WORK

Monday to Friday, 8:00am to 5:00pm, reasonable schedule flexibility available.

LOCATION

Thunder Bay Office, with possible, occasional travel.

Nordmin is a dynamic workplace with state‑of‑the‑art software and technology to help our highly skilled team of professionals in executing world‑class projects, in an environmental and ergonomically friendly office environment.

Nordmin is an equal‑opportunity employer who is committed to providing an inclusive recruitment and selection process. Appropriate accommodations will be provided upon request as required by the Accessibility for Ontarians with Disabilities Act (AODA).