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Project Administrator

2 months ago

Vancouver, Canada Klohn Crippen Berger Full time

Klohn Crippen Berger’s Power and Transportation Group in Vancouver has an immediate opening for an experienced Project and Office Assistant. We are looking for an administrative professional for a full time permanent position.

This role provides support to the Power and Transportation Group in Vancouver and Toronto. As part of a Project Administration team, you will be mainly working with the Project Managers, Engineering Leads and their teams in a wide range of administrative duties, including proofreading and formatting deliverables, assisting with proposals, coordinating meetings, booking travel, processing invoices, and managing communication with our clients. You will also assist with day-to-day administrative duties.

To be successful, we are looking for someone with strong time management, interpersonal, and communication skills who can work independently with little supervision. You will be someone with excellent problem-solving skills who is detail-oriented and can multi-task competing priorities in a fast-paced and dynamic environment.

**Key Responsibilities**:
1. General Project Support (administration and document management)
- Editing, proofreading and producing documents of a highly complex nature including reports, memos, specifications, and per KCB’s standard templates and in compliance with QMS standards.
- Coordinate with travel agents for travel booking (e.g., flights, hotels, and car rentals), including address any last-minute changes or cancellations as required.
- Ensure that documents from client with multiple simultaneous projects are properly downloaded to their corresponding project drives and uploaded to client’s SharePoint sites.
- Identify work assignments that need to be completed. Work with other members of the team to provide support as needed.
- Assist with meeting arrangements, including booking rooms, catering, and AV equipment coordination.
- Be point of contact for basic questions and business practices.

2. Accounting Support
- Assist accounting team with reconciliation of expenses and credit card charges.
- Assist with invoice processing and e-filing.
- Prepare POs and forward for payment authorization.
- Coordinate with Account Payable for payment of miscellaneous expenses.

3. General Administrative Duties
- Compiling financial data for monthly and quarterly business reports for upper management.
- Assisting management team in preparing annual and strategic plans, as well as other business planning activities.
- Photocopying, collating, and binding of reports, proposals, and other documents.
- Managing event registrations and memberships.
- Scheduling use of inspection equipment and vehicles and organising maintenance when required.
- Assist with planning and scheduling of office events, including meetings, training sessions, and special events.
- A minimum of 3 years of relevant experience, preferably working in an engineering, contracting, construction or consulting industry is preferred.
- A diploma in office administration or equivalent experience.
- Excellent communication skills in English with the ability to proof and edit technical documents.
- Superior computer skills within Microsoft Suite (i.e., Word, Excel, PowerPoint); very proficient in Word and Adobe Acrobat.
- Experience with managing documentation in a database, such as SharePoint or Newforma.
- Ability to work within tight deadlines.
- Outstanding attention to detail and the ability to catch inconsistencies in documents.
- Effective time management skills and the ability to work on multiple projects while prioritizing conflicting priorities.
- A collaborative and positive attitude along with an aptitude for learning new areas of work.

**Along with continued career development, KCB offers**:

- Hybrid work opportunities.
- Annual performance and salary review.
- Vacation policy that aligns to your experience.
- Paid OT, and sick days.
- Flexible benefits, including RSP, social, and mental well-being initiatives.
- Commitment to global ESG standards

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