Project Administrator

Project Administrator
- Ottawa, Ontario, Canada _

**New**
Programme and Project ManagementAmericas Region



OTT00000H

**Joining Arup**

Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world. At Arup, you belong to an extraordinary collective - in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas. You will have the opportunity do socially useful work that has meaning - to Arup, to your career, to our members and to the clients and communities we serve.

We are currently seeking an experienced** Project Administrator**to join our team in the **Ottawa**office. The Project Administrator is an integral member of the project team structure, supporting Project Directors and Project Managers with project coordination and planning, respecting the confidentiality of sensitive issues. The qualified professional will need to demonstrate their experience in project administration.

This role requires someone who understands the day-to-day needs of a fast-paced and forward-thinking environment and will play a key role in shaping and sustaining the firm culture. During your career at Arup, you will have the chance to work with some of the most highly respected engineers and specialists in the world. You will also get the opportunity to work on exciting and significant projects, delivering quality work that has a positive and lasting influence on the community and the environment.

**The opportunity**
- Set up and maintain projects in accordance with our Administrative and Quality Management Systems.
- Set up Project Platforms and Project Data Environments such as SharePoint and ProjectWise.
- Ensure Document Control / records management.
- Develop, implement, and improve document management procedures and best practices across different projects
- Manage document workflows, version control, approvals, and distribution using various platforms or document control system such as ProjectWise, SharePoint, Aconex, Procore, Unifier, etc.).
- Ensure documents are formatted, coded, and filed in accordance with established protocols and standards
- Maintain registers for incoming/outgoing documents, transmittals, and correspondence.
- Ensure appropriate Information Management
- Support implementation of the project’s Information Management Plan or Document Management Plan.
- Ensure consistent use of metadata, naming conventions, folder structures, and filing systems.
- Facilitate access to project information for internal and external shareholders.
- Monitor compliance with information governance policies and procedures.
- Generate reports on document status, overdue reviews, data quality metrics.
- Maintain audit trails and support traceability of key decision information and communications.
- Liaise with project managers, technical teams, consultants, and clients to coordinate document submissions and reviews.
- Provide training and guidance to project staff and group members on document control system processes.
- Support audits and quality assurance checks as required.
- Support in progressing leads via Client Relationship Management (CRM) data management system.
- Prepare and maintain consistency in project documentation including content editing and proofreading.
- Prepare invoices and support the Project Management in resource planning, monitoring and reporting.
- Coordinate meetings and project calendars, inclusive of taking minutes, identifying actions and following up on completion.

**Is this role right for you?**
- Fluent in English with strong grammar, spelling, punctuation, composition, drafting and proofreading skills. Bilingual in English and French is preferred.
- Must handle confidential assignments that require tact and diplomacy.
- Proactive, self-motivated individual with excellent communication and interpersonal skills.
- Strong problem-solving, strategic and creative thinking, and decision-making ability, superior attention to detail and organizational skills.
- Ability to work independently, or as a team member, while maintaining focus and productivity.
- Applicants must be highly organized, with excellent time management skills to balance competing priorities.
- The willingness and ability to work in a deadline-driven, project-based environment, and be available to work paid overtime as needed, and authorized, to meet project deadlines.
- Business Administration and PMP qualifications are desirable but not essential.

**What we offer you**

**Benefits that Work -**At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families. These are 100% paid for by Arup except for optional life insurance. These benefits provide health and welfare security for you as well as paid time off for rest and renewal. Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share