Williams Engineering Canada Inc.

Senior Administrative Assistant (Engineering)

Vancouver
Discipline
15ME - Vancouver Mechanical

Description

Position Purpose: Providing exceptional customer service to internal and external clients, support the branch with a variety of administrative functions, ensuring corporate standards for quality and format are followed in all project documentation and correspondence, appropriate network and paper filing procedures are upheld and consistently meeting project deadlines.

 

Specific Responsibilities Include:

  • Assist staff with administrative functions, including tasks such as:
    • PIF set up
    • proposal preparation
    • Editing and proofing of all project documentation (reports, specifications, construction contracts, spreadsheets, etc.)
    • Update proposal tracker and other appropriate WE project tracking tools
  • Attend project meetings and take minutes as required.
  • May assist staff with booking travel, accommodation, and meetings as appropriate.
  • Prepare meeting agendas, documentation and prepare and distribute minutes.
  • Assist PMs with project tracking and maintenance of client contact information in Deltek Vision.
  • May act as a client contact as appropriate.
  • May receive, deliver and track drawings for specific projects. May read 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 with ordering, business cards, staples/supplies order, construction signs, online store
  • Assist PM’s with inputting and updating Planifi.
  • Assist with APC, BCBid,, MERX
  • Assist Project Managers 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.
  • May assist managers with conducting market analysis and reporting impact on the organization.
  • May run project and time reports for managers and highlight action areas for managers.
  • May prepare and monitor status of:
    • change orders
    • proposals
    • site instructions
  • Employees are required to adhere to the company and client safety policies and practices in effect at any given time.

Education

  • 8 + years of experience in the Project Assistant/ Administrative role and a strong understanding of WEC systems, procedures and project management requirements.

Qualifications

  • Highly organized and able to work in a dynamic atmosphere
  • Excellent 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 the staff, clients and community by ensuring the best image is presented.
  • Application knowledge of WEC systems and programs (including Gnosis, Vision, MS Office, GroupWise etc.).
  • Able to take on new/additional roles and responsibilities on a pro-active basis.


 

 

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed