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Project Admin-production

3 weeks ago

Toronto, Canada Bechtel Full time

**Requisition ID**:255947**

**Requisition Posting End Date**:
**Company Description**

Bechtel is among the most respected engineering, project management, and construction companies in the world. Bechtel operates through four global business units that specialize in infrastructure; mining and metals; nuclear, security and environmental; and oil, gas, and chemicals. Today, our colleague's team with customers, partners, and suppliers on diverse projects in nearly 40 countries.

Bechtel Infrastructure, along with key sub-vendors Bantrel and Comtech, has been appointed the Delivery Partner role within an integrated team with the customer, Metrolinx, for the Ontario Line Subway (OLS) Project and will work in a Delivery Partner role within an integrated team with the customer organization for a Subway Project in Toronto, Ontario. The project scope includes the design build, operations and maintenance of all infrastructure and rail systems associated with 15 stations and over 15km of new alignment, being performed by three key PPP Contractors and multiple advanced early works (EAW) packages Contractors. Bechtel form a key component of the overall Integrated Project Delivery team (comprising the customer, MX; the Technical Advisor, and Bechtel as the Delivery Partner).

**Position Summary**

The Project Admin (Production) will report directly to the Production Director providing a wide variety of support services as well as coordinate with all departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy and knowledge of protocol.

**Responsibilities**
- Completes business independently as appropriate. Ensures coverage in absence.
- Coordinates meetings, arranging for facilities, equipment, and catering. Prepare and distribute notices, agendas, information packets, and minutes.
- May perform some basic document management such as entry of letters.
- Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager. Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.
- Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format.
- Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.
- Independently maintains a hard copy or electronic calendar for responsible manager(s).
- Develops and guides the implementation of office procedures and of filing and record-keeping systems.
- Carries out quality checks of internally developed plans & procedures and develops and maintains associated graphics.
- Maintains the master plans and procedures index list, and tracks associated awareness sessions and reading assignments.
- May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel.
- Performs other duties as assigned.
- Perform proxy services as requested

**Job Knowledge**:

- Technical vocabularies and terminology common to the assignment.
- Strong organizational skills and the ability to prioritize deliverables.
- Effective leadership skills.
- Demonstrated knowledge of filing systems and common office procedures.
- Ability to make decisions on matters that do not require management level involvement.

**Basic Qualifications**:

- Must have the right to work and remain in Canada without visa sponsorship.
- Must have minimum of 5 years office coordinator experience. Experience must have been obtained within the past 7 years.
- Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.
- Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax.
- Must be able to provide clear communication to other personnel in a professional manner at all times.
- Must be able to perform multiple tasks while meeting deadlines.
- Must be willing and able to work overtime with little or no notice.

**Preferred Qualifications**:

- Previous experience working in a construction management/ client project management environment
- Experience with Unifier, Project Wise, SharePoint, Aconex or other Electronic Content Management System
- Current experience supporting senior level management.
- Familiarity with best practice records retentions/management requirements.
- Holds a current and Organizational Management (CAP-OM) credential.

**_
Shaping tomorrow together_**

**_ Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and econo