Project Assistant

**COMPANY OVERVIEW**

Do you think you have what it takes to be a key contributor in building Canada’s power infrastructure? The FMI Group is an electrical contracting company that specializes in construction of large-scale energy generation, including projects such as the John Hart Dam Replacement, the Site C Substation, and various transmission and distribution projects. We are proud to consider ourselves to be a leading industrial utility service provider within Western Canada, executing projects in British Columbia, Yukon Territory, Alberta, and Manitoba. Based in Nanaimo, the Company has been family-owned and operated for over 35 years and offers a caring and collaborative work culture. A sense of adventure, pride and fulfillment is built into every career at the FMI Group.

**Why Work for FMI?**
- Positive & friendly working environment
- Work-life Balance
- Network of Support
- Opportunities for advancement;
- Dental, Vision, Employee Assistance program & Extended health benefits
- Employee recognition programs and events.

**THE OPPORTUNITY**

We are looking for a resourceful individual who has a great attention to detail and is interested in being a supportive team member with a quickly-growing Company. As a Project Assistant, you will be responsible for providing administrative support to the Project Manager(s) to create, submit, file, and organize all project documentation and other related drawings, records, reports, meeting minutes, and correspondence. This role will keep the project organized by providing follow-up, client correspondence, and drafting and creating responses as required by the project. The Project Assistant will perform an array of tasks to support site resource requirements and is reassigned to support other teams or perform other clerical tasks as required. If you thrive in a fast-paced environment under tight deadlines, enjoy collaborating and communicating with your teammates, are goal-oriented and professional, this rewarding opportunity may be for you.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**

The Project Assistant is responsible for effectively assisting with all administrative functions related to the project, including drafting of project correspondence, managing the DFR, WCPPE, PO and PPE processes, logging and handling drawings, reports, and assisting with the coding and investigation of project-related invoices. This position will assist with the project schedule providing information and responding to client requests. This role will control and ensure confidentiality is maintained on all sensitive information.

Scope of Position:

- Attend meetings to take comprehensive minutes and represent FMI in a professional manner.
- Assist in documentation of project resourcing requirements for Construction Execution Plans and Schedules.
- Develop the necessary FMI project documentation, including but not limited to: Daily Field Reports (DFRs), Purchase Orders, Progress Payment Estimate (PPE)/Work Change Progress Payment Estimate (WCPPE), Drawings
- Assist with the development of documentation for submittal packages.
- Display initiative in the development and management of: Operational and maintenance (O&M) manuals, Warranty and delivery information, Status reports as required by the client, Weekly FMI status reports, attending weekly project meetings to update on project progress, Field Advice Memo’s (FAM) and Requests for Information (RFI), to be submitted to the client and then providing follow-up for client responses.
- Responsible for managing all project-related invoices
- Manage travel and accommodation arrangements for project personnel.
- Assist with changes to project and material schedules.
- Assist in the management of training and mentoring forms
- Manage multiple priorities ensuring all administrative deadlines and paperwork submission is complete.
- Manage and maintain accurate and complete project records in both hard and soft copy.
- Display initiative in conjunction with the Project Manager to ensure an on-track project schedule and budget.
- Display effective and efficient communication with the Project Manager, Director of Project Management & Resources, Site personnel, Vendors, FMI Head Office Personnel, and the Client.
- Speak confidently and knowledgeably on the on the status of the project.
- Portray FMI in a professional and positive manner, by ensuring effective written and verbal communication.
- Keep positive attitude in all aspect of the work environment.
- Manage multiple priorities, and being able to shift between priorities through-out the completion of tasks.
- Office Administration Certificate or relevant experience.
- 3 years in an administrative role.
- Able to manage multiple priorities.
- Able to keep calm and positive in stressful situations.
- Proficient in the use of all Microsoft Office Software.
- Participation in a team environment
- Self motivated, and driven to improve processes and procedures

**Job Types**: Full-time, Pe