Administrative Assistant
3 months ago
Wood currently has an exciting opportunity available for an Administrative Assistant. Reporting to the Project Services Manager, this position is based in our Vancouver BC office. This role will involve providing administrative support on distribution projects for one of our largest clients. If you have a successful track record as a project administrative assistant and thrive on tackling multiple challenges in a fast-paced environment, this is the opportunity for you.
Salary range - $50,000 - $70,000
Wood offers a competitive Total Rewards Package, which includes a comprehensive Health & Wellness Plan, Health Care Spending Account, matching Group Registered Retirement Savings Program, Employee Assistance Program, and so much more Final salary will be based on relevant and applicable experience, education, and the specific skill set and qualifications required for the role.
- Provide project related administrative assistance for multiple projects, including project set up and close out, updating and formatting various documents, reports, lists and logs, coordinating meetings and taking meeting minutes
- Coordinate, issue and log change notices and associated documents such as Service Authorizations, Change Orders and Purchase Orders
- Manage client project site for various projects including auditing folder structure and file naming conventions
- Coordinate and assist with proposal preparation, including acknowledging services requests, setting up meetings, creating and managing folders and permissions, and formatting and issuing proposal documents
- Provide support to contract and procurement team as it pertains to distribution projects, such as formatting RFQ/RFP documents, managing contract folder access and submission and transmittal support
- File and issue daily, weekly, or monthly construction reports, log and assist with replying to Requests for Information (RFIs) and Field Advice Memos (FAMs) and provide other construction administrative support as required
- Arrange project related travel and assist with providing information regarding forms and approvals required
- Assist with the preparation of Journey Management Plans (JMPs)
- Run various project reports and distribute and file as necessary
- Assist with the development of Project Plan related documents including Statement of Objectives, Business Case, User Requirements, Work Package Agreements and Safety and Construction documents
- Provide general engineering/design support, including ensuring the latest templates are used, formatting technical documents, assisting with the review and approval process, and filing and issuing documents
- Minimum 5-7 years’ experience in an administrative role, preferably in an engineering environment
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams) as well as Adobe Acrobat
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, management, and external partners
- Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
**Diversity Statement**
We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.
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