Administrative Assistant/project Coordinator

6 months ago

Peterborough, Canada D.M. Wills Associates Limited Full time

D.M Wills Associates Limited is in search of an Administrative Assistant/Project Coordinator to support the Structural and Transportation Engineering Departments, for an 18-month contract.

**Key Responsibilities**:

- Provide support in the preparation of department or project-specific documents (i.e., tenders, proposals, contracts, reports, etc., as required.
- Coordinate major proposals and provide project specific technical support (contract preparation and cost estimates).
- Facilitate project initiation, set up and procurement in accordance with company procedures.
- Provide project coordination (schedules, meetings, software etc.) support and support Project Managers on project delivery utilizing tracking tools to ensure that timelines are met for all key deliverables.
- Assist with project management software maintenance including monitoring Work in Hand.
- Complete administrative training and assist in the facilitation of onboarding and orientation activities for new department employees.
- Educate and assist permanent staff in compliance with company procedures.
- Support continuous improvement of workflows and scheduling.
- Monitor compliance of H&S requirements and support related documentation.
- Keep department project profiles, CVs, bios, and other promotional information up to date and within corporate standards.
- Manage hard copy and electronic documents and materials.
- Book meeting space, corporate events, restaurant reservations, vehicle rentals, and hotel accommodations, as required.
- Manage and maintain our MTO Consultant Registration (RAQs) including annual renewal.

**Qualifications and Experience**:

- Minimum of 3 years of proven experience providing the key responsibilities as described above.
- Strong knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Adobe, and MS Project.
- Understanding and experience with Ministry of Transportation proposal and project delivery is an asset.
- Experience reviewing and understanding requests for proposal (RFP), request for quotation (RFQ) and expression of interest (EOI) documents.
- Familiarity and exposure to civil engineering consulting or similar office/work environment.
- Familiarity with contract documents (tenders, drawings etc.).
- Strong communication and interpersonal skills.
- Strong analytical, organizational, and problem-solving abilities.
- Strong work ethic, goal-oriented, and highly motivated.
- Excellent time management skills, including the ability to manage multiple assignments concurrently.
- General knowledge of the Ontario Health and Safety Act.
- Strong team coordination and leadership skills, and ability to work independently.
- Proficient in document management and project management tools.
- Demonstrated attention to detail, even when under pressure.

**Work Culture**: Join our dynamic and innovative team, where accountability, collaboration, creativity, and dedication are the driving forces. At Wills, our partnerships with our team members, clients, and community are deeply rooted in respect and nurtured in a work environment that supports, cultivates, and upholds a culture of diversity, equity, and inclusion. We value and honour each individual's dignity, ideas, and beliefs, fostering an atmosphere of collaboration and mutual respect.
We recognize the importance of smart work and are committed to promoting a healthy work-life balance for all our employees. Our flexible work options empower you to achieve harmony between your professional and personal commitments. Moreover, we take pride in providing a social and professional work environment that not only encourages growth and advancement but also supports your personal and professional aspirations. We believe that every team member's success contributes to the overall success of Wills.
As a socially conscious organization, we are driven by a desire to make a positive difference in the communities where we live and work. Through our projects, initiatives, and community involvement, we are dedicated to creating a lasting impact that extends beyond our professional endeavors.
Join us at Wills, where you will find an inclusive, supportive, and diverse work culture that embodies our commitment to excellence, collaboration, and positive change.
**Why this Job Matters**: As an Administrative Assistant/Project Coordinator you will play a crucial role in supporting the team's success. Your contributions will directly impact project completion, business development, and the overall efficiency of the department. By ensuring efficient operations and maintaining accurate documentation, you will enable our team to thrive and make a meaningful difference.
**What You Will Gain**: By joining the Wills team, you will have the opportunity to enhance your skills while being an integral part of a dynamic and forward-thinking company. You will collaborate with experienced professionals, gain exposure to diverse projects, and contribute to the success of our Structural and Transpo

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