Williams Engineering Canada Inc.

  • Project Assistant

    Branch
    Abbotsford
    Discipline
    07PA - Abbotsford Project Control
  • Description

    Reports to: Branch Administrator

     

    Position Purpose: This position is for someone seeking a dynamic environment and who can organize/digest multiple tasks while working with engineers and project managers. This position is for someone looking for future career growth with the Abbotsford team.  You will provide a positive first and last impression of the firm through exceptional customer service to internal and external clients, vendors and members of the public. You will 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.

     

    Roles & Responsibilities Include:

    • Assist staff with administrative functions, tasks may include:
      • Setting up client proposal numbers using Microsoft Dynamics 365, electronic proposal file preparations and collecting of content for proposals.
      • Editing and proofing of documentation which may include, but not limited to: reports, specifications, construction contracts, spreadsheets, resumes, project profiles, etc.
      • Update proposal tracker and other appropriate WE project tracking tools.
      • Maintain a professional, helpful, and friendly attitude.
      • Answer telephone and direct calls to the appropriate staff members.
      • Develop a wealth of company knowledge to appropriately answer inquiries from the public.
      • Distribute mail and faxes to staff within an appropriate timeframe after receipt.
      • Coordinate office couriers on a timely basis.
      • Greet visitors, direct them to the appropriate staff and monitor building access of visitors.
      • Maintain tidiness of reception, waiting area, and boardrooms.
    • Assist with Operational Health and Safety program (OHS), such as; keeping record of Job Hazard Assessment forms, tracking monthly tallies and submitting to the Senior Leadership Team on a monthly and quarterly basis. Employees are required to adhere to the company and client safety policies and practices in effect at any given time.
    • Assist Branch Manager or Branch Administrator with on boarding of new employees, ie: setting up desk spaces, computers, phone systems, ordering the new staff members supplies, setting up orientations, etc.
    • Assist staff with booking travel, accommodation, and meetings as appropriate.
    • Prepare meeting agendas, documentation and prepare and distribute meeting minutes.
    • Book outside sales/supplier lunch and learns for various staff.
    • Assist with ordering of business cards, office supplies, construction signage and safety equipment using WEC online store.
    • May receive, deliver and track drawing packages for specific projects.
    • Assist in preparing reports using corporate standards and templates and contribute feedback for appropriate updates of these templates.
    • Assist with downloading RFP/RFQ proposal documents from BC Bid, MERX or other online sites.
    • Assist Project Managers or Team Leads (PM’s/TL) with the following:
      • Project tracking by updating and inputting project information into Planifi and maintenance of client contact information using Deltek Vision.
      • Prepping Building Permit packages for Engineers review and signature. Coordinate delivery of package to coordinating professional for submission.
      • E-mail, correspondence, client communications, distribution of information to clients and peers.
      • Ensuring schedules are met for deadlines, documents and meetings.
      • Assist with project close out documents, including Schedules for Final Occupancy.
      • Preparation of project profiles to build marketing material and posting finished documents to the company website.
      • Preparation of staff resumes and posting to company intranet.
      • May act as a client contact as appropriate to assist in communication with PM’s or TL’s.
      • Monitor weekly proposal lists and liaise with clients pursuing signed agreements or project start dates.
      • Update proposal end dates in Deltek Vision.

     

     

    Education

    • Minimum High School Diploma including 3+ years of experience as Project Assistant or in a Senior Administrative role.
    • Post-secondary education within the Administrative discipline is prefered.

    Qualifications

     

    • Possesses a strong understanding of day to day procedures of consulting engineering project requirements.
    • Highly organized, with methodical thinking style and ability to work in a dynamic fast paced 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 various programs such as, MS Office Suite, Client Relationship Management (CRM) software, etc.
    • If applicant has any working knowledge of Deltek Vision (Financial Database & CRM), Adobe InDesign, Planifi (Project Management Software), Microsft Dynamics 365 (Sales Platform), and/or Octiv (Digital Proposal Building software) that would be considered an asset.
    • Able to take on new/additional roles and responsibilities with a pro-active attitude along with the willingness to learn and own your craft.

     

    At Williams Engineering we realize that having the right people is paramount to our ability to provide exceptional service to our clients. As our people are the most important part of our business; we make sure they are provided with fair compensation, training, advancement opportunities, in a positive team environment.

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