Project Administrator

3 weeks ago

Victoria, Canada RJC Engineers Full time

Specializing in structural engineering, building science, structural restoration, structural glass engineering, parking facility design and building energy modelling, RJC Engineers (RJC) is one of Canada’s leading engineering firms. Recognized as an exceptional workplace, we mentor the next generation of Canada’s ‘best and brightest’ engineers and technologists. With offices and expertise across Canada, we challenge our people to push technical boundaries and provide leadership in our fields of practice, while providing services for clients and projects nationwide

We believe in taking care of our people and help them realize their full potential. RJC offers the opportunity to work in an engaging team environment where you will work on exciting and challenging projects, discover new and developing technologies, practices and techniques and where you will flourish in a culture of continuous learning and collaboration. Working under the guidance of leading technical specialists who broadly share their expertise, you will get to fine tune your skills and cultivate your expertise while being given the opportunity to pursue your professional goals.

**Start Date: Immediately**:
**Key Responsibilities**:
Duties include, but are not limited to:

- Supporting Project Engineers and technical staff in delivering and managing projects including setting up job plans and proposals.
- Edit, proofread, and produce word processing documents of a highly complex nature including proposals, engineering specifications, addendums, change orders, certificates of payment, letters and reports. Experience with document version control is an asset. Be Familiar with and responsible for ensuring that documents and processes meet the RJC admin standards and branding guidelines.
- Assisting in preparing building permit packages and coordinating deliverables with the prime consultant; reviewing and summarising bid submittals; and tracking deliverables and dates related to project close-out.
- Coordinating and implementing the tracking of long term/ repetitious project activities such as regularly scheduled reviews of building systems (i.e. post-tension and fall protection systems; warranty related reviews).
- Tracking project deliverables and resources using software tools and input from the project team.
- Supporting technical staff in delivering projects including word processing, coordination of deadlines, and meeting summaries.
- Working with Account Payables/Receivables in the Victoria office.
- Liaise with other Project Administrators to cohesively support the broader team.
- Assist with receiving, processing, sorting and filing of internal and external documents such as invoices, test reports, submittals, requests for information and related financial and contractual documents (letters, reports, proposals, design notes, drawings, meeting minutes, and promotional materials).
- Assist with maintaining Archive File Database (digital and hardcopy).
- Performs other administrative duties as may be assigned from time to time.

**Professional Qualifications**:

- Proficiency in MS Word, Excel, Outlook and database software.
- Analytical skills with attention to detail.
- Ability to work independently and in a team environment, able to multi-task, set priorities and meet deadlines.
- Commitment to continuous improvement and excellent customer service.
- Excellent verbal and written communication skills.
- Well-developed interpersonal and organization skills.

**Education**:

- Minimum completion of High School Diploma; Post-Secondary certificate/diploma from an administrative assistant or office management program is considered an asset.

**Experience**:

- 1-5 years previous office experience, preferably in professional services, construction or a project-oriented environment would be an asset.

**Skills**:

- Committed to client service.
- Intermediate to advanced skill levels with Microsoft Word, Excel, PowerPoint and Adobe Acrobat (Experience with Microsoft Project is desirable).
- Working knowledge of database management.
- Excellent written and verbal communication skills.
- Focuses attention on detail and accuracy.
- Fast learner with a desire to grow professionally and personally.
- Collaborative and communicative team player, but with ability to work independently under direction.
- Able to prioritize, multi-task and stay focused.
- Hard worker who readily and quickly assumes responsibility; who is punctual, dependable.
- Positive and respectful attitude.
- This position includes a comprehensive group benefits package, discretionary performance bonuses, and annual salary reviews.

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