Project Administrator

Company Overview

Onsite Engineering is a mid‑sized consulting engineering and geoscience company with multiple offices across BC. We are a diverse company that provides high quality engineering and geoscience services to government and industry in a professional yet casual work environment. We understand that, as professionals in the engineering field, the work we do builds the places we live, work, and play for generations and we are proud to play our part. We have purposely built our company to allow our professionals to do what they do best – top‑notch technical work.

Position Overview

We are currently recruiting a full‑time Project Administrator for our Abbotsford office, reporting to the Municipal Senior Manager. The successful candidate will be responsible for assisting the Project Managers within the Abbotsford Office in the efficient management of our projects and meeting project deadlines. The scope includes but is not limited to report generation, general project correspondence, assisting with proposal preparation, review and preparation of contracts, change orders, and meeting minutes. The role will be responsible for performing and coordinating various managerial tasks in a supportive role, along with administrative duties, like maintaining project documentation, updating project schedules, booking field inspections, and handling financial inquiries. This role will require excellent time management, communication skills, and general engineering knowledge, as you collaborate with stakeholders and internal teams to deliver results per project‑specific timelines. The Project Administrator’s duties are to help ensure that all projects are completed on time and within budget.

Major Job Functions

- Assists the Senior Project Manager(s) with overall project management. Including but not limited to:

- Tracking budgets and expenditures and preparing budget summaries for project managers

- Alert project managers of potential budget overruns or financial risks.

- Processing billable reports for invoicing purposes.

- Act as a liaison between project managers, engineering teams, clients, and vendors.

- Attendance and minute taking during project meetings with clients and contractors.

- Schedule and coordinate meetings, site visits, and conference calls.

- Assist in conducting post‑project evaluations or lessons‑learned sessions.

- Ensure proper archival of project files and knowledge transfer.

- Handle logistics for travel, meetings, and site coordination for project managers and project staff.

- Develops and maintains excellent relationships with subcontractors, consultants, and clients.

- Responsible for coordinating project schedules, resources, and information.

- Responsible for assigning tasks to internal teams and assists with schedule management.

- Supporting the Senior Project Manager(s)/management team by completing additional tasks as required.

- Provides general administrative support within the office not limited to purchasing, organizing, filing, answering the phone, etc.

Specific Skills and Knowledge

- High level of expertise in Microsoft Office applications (Office 365 Suite)

- Strong communication and interpersonal skills.

- Excellent verbal and written communication skills.

- Detail‑oriented.

- Highly self‑motivated and directed.

- Effective time‑management skills.

- Ability to work independently and as part of a team.

- General engineering and/or construction knowledge an asset.

Education and Experience

- A university degree in Business Administration, Commerce, Engineering, or a related field an asset.

- A Project Management Certificate such as PMP an asset.

- Experience as a team leader/manager an asset.

Salary

- $60,000–$90,000 annually, depending on experience.

Benefits Summary

- Competitive salary.

- Great career advancement opportunities.

- A full benefit package including extended health, vision, and dental coverage, and GRSP matching.

- Interesting and diverse project work.

- Continuous support for growth through both internal and external professional development opportunities.

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