Project Assistant

4 days ago

Burnaby, Canada RDH Building Science Inc. Full time

The Project Assistant role provides critical support for our engineering teams. In this role and as part of a broader Project Assistant team, you will be involved with a diverse set of responsibilities and tasks, primarily working with our Principals and Project Managers to perform a range of administrative duties including, but not limited to, setting up proposals, proofreading reports, coordinating meetings, and maintaining internal management information. You will need to be highly organized, adaptable, good at prioritizing, and excellent at communicating with a broad set of team members to ensure objectives are met. The ability to proactively identify needs and provide assistance is a key to success in this role.

**Key Responsibilities**:

- **Work as a Team**: Work closely with the Project Assistant and Coordinator team for consistent and seamless delivery of work assignments. Proactively identify tasks, recommend improvements and prioritize personal workload, as part of the larger team. Deliver tasks that are delegated by Project Coordinator. Clear communication with internal colleagues and external clients is required.
- **Proposal Writing**:Create an outline based on Request For Proposal (RFP) requirements and develop non-technical written proposal content, proofread documents, format to RDH standards, and perform final quality control checks. Track and follow-up on issued proposals. Ability to work towards firm submission deadlines is required.
- **Technical Document Management**: Interact with the client on assigned projects. Receive, file and track the flow of incoming and outbound technical documents on projects against deadlines. Manage the Technical team’s responses to drawings, specifications and submittals, Requests For Information (RFIs) and Site Instructions (SIs), Site Visit Reports (SVRs) and action lists, and other deliverables. Access and maintain document control platforms such as ACC Build, Procore, Fieldwire, etc.
- **Accounting Support**: Work with Project Managers to assist with monthly invoicing, tracking against project scope, budget and schedule, follow-up on accounts receivable, contract set-up and amendments, and project start-up and close-out.
- **Collaboration with Internal Teams**:Collaborate with internal teams such as Marketing & Communications, Health & Safety, Talent & Culture, and Learning & Development, to deliver joint cross-departmental tasks as required.
- **Administrative Assistance**: Provide basic day-to-day support for computer and audio-visual equipment, book meeting rooms and catering, manage registrations and memberships, make travel bookings, and provide back up to reception as required.
- **Onboarding**: Assist with training new employees on operational procedures and practices, such as using Teams, Outlook etiquette, Project Directory, etc., and support the roll-out of new initiatives.

**Qualifications**:

- College or University program diploma or equivalent.
- Previous administration experience in a professional work environment preferred.

**Skills and Competencies**:

- Excellent team player, with a focus on overall team success.
- Ability to anticipate needs and identify work assignments independently.
- Strong sense of urgency with excellent organizational skills to prioritize tasks and meet deadlines (confidence to ask for deadlines/urgency is essential).
- Ability to successfully work under the pressure of multiple deadlines.
- Numerically inclined with good analytical and problem-solving skills.
- Technical editing and writing experience a necessity.
- Great attention to detail, resourceful, proactive, and reliable.
- Excellent communication skills (written and verbal) are essential.
- Proficient in Microsoft Word, Excel, Outlook, Teams, Power Point. Familiarity with ACC Build, Procure, Fieldwire, etc., an asset.
- Comfortable working directly with external clients, Principals, Project Managers, and technical staff.

**Benefits and Perks**:
The base salary range for this position is $55,000 - $65,000 annualized for a full-time role. Salary is dependent various factors, including qualifications, skills, competencies, experience, and location. You may also be eligible for discretionary incentives and share ownership.

We offer a robust benefits package to support the well-being of our employees. This includes: GRSP contributions, Health and Dental coverage, Primary Caregiver benefits, Vacation and Sick Time, Statutory Holiday substitutions, and a learning fund of $1,000 per year for education or career goals.

**About us**:
RDH is an amazing place to work. A role with RDH is a career commitment to learn and grow alongside inspiring and dedicated people who care deeply about Making Buildings Better.

We are an employee-owned consulting firm with 300 employees in nine offices across North America. Our core area of business is the integration of building science engineering, architecture, and construction management to optimize the performance of b

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