Administrative Assistant Jobs

Calgary

The Opportunity:

WSP is currently seeking an Administrative Assistant / Project Coordinator to support the Land Development and Municipal Engineering teams in Calgary and Canmore., based out of the Calgary office. This position would be responsible for administrative tasks as well as assisting Project Managers in the day-to-day tasks of each project.

The administrative duties include word processing, documentation, reports, data entry, photocopying, distribution, filing, preparation of courier packages, office and safety supply orders, assisting in office checks with the office safety coordinator, packaging drawings for clients, organize office socials, answering phones, fixing office technical problems through IT, submit accounts payable and receivable, and ordering and disposal of printer equipment.

The Project Coordinator duties include assisting in writing proposals, opening new opportunities and projects, tender documentation, project scheduling, project budgets, attending project meetings and producing meeting minutes, invoice distribution, pulling land titles, coordination with other offices on projects, update the CRM, completion of progress payments and change orders.

Working very closely with the Project Managers, the candidate will be a highly organized planner with strong communication skills.

Why WSP?

• We value and are committed to upholding a culture of Inclusion and Belonging
• A phenomenal collaborative culture and a workforce filled with genuinely good people who are doing humbly important work. Come find out for yourself what it's like to be a part of our journey.
• Outstanding career opportunities - we're growing and pushing ourselves every day to be greater than yesterday - we're open to your ideas and trying new things.
• Enhance the world around you - from the environment to the highways, to the buildings and the terrain, WSP is the fabric of Canada.
• A Canadian success story - we're proud to wear the red and white of this beautiful country and show the world what Canada has to offer.
• Our Flexible Work Policy – we recognize the importance of balance in our lives and encourage you to prioritize the balance in yours. We will support you on and off the job so you can be fully present in both your work and home lives.

We offer attractive pay, flexible work options, a great corporate culture, comprehensive and employee-focused benefits including virtual healthcare and a wellness platform as well as great savings programs, and a clear vision for the future.

#WeAreWSP

A day in the life:

• Coordinate the proposal response from initial enquiry to final submission, setting timelines and deliverables and ensuring milestones are met;
• Safety coordination;
• Provide backup support to other administrators, if required;
• Arrange travel and accommodation through corporate travel provider;
• Supply inventory management;
• Develop, produce and distribute reports, studies, proposals, and general correspondence;
• Setup of project numbers and budgets;
• Collaborate with proposal teams to create proposal narratives, compile key experience data, success stories, and discriminating accomplishments;
• Other duties as assigned/required.
• Organize social functions as required;
• Support client management activities;
• Coordinate outgoing and incoming courier shipments; reconcile courier invoices with delivery slips;
• Write various proposal sections, including executive summaries, project descriptions/ qualification summaries, and CVs as required;
• Maintain electronic filing system;
• Typing, formatting, photocopying, and emailing documents;
• Collaborate with the team to coordinate proposals and prepare proposal submissions;
• Coordinate and manage calendar for internal and external meetings and conference calls, including room arrangements, catering, audio visual, etc.;
• Maintain meeting minutes and distribute accordingly;

What You'll Bring To WSP ...

• Excellent organizational and time management skills to respond to changing priorities and handle multiple tasks;
• High School degree with minimum 4 years relevant experience as an Administration Assistant preferably within an Engineering/Architectural or other professional services office;
• Advanced proficiency in Microsoft office and Outlook management skills including Microsoft Word, Excel, Outlook, Powerpoint and Teams;
• Experience with Microsoft Sharepoint, Bluebeam, Adobe InDesign, Adobe Acrobat and City mapping systems (GIS Data) is an asset;
• Consistently deliver high-caliber, accurate work with a high degree of attention to detail, in a fast-paced environment;
• Excellent Communication skills – written and verbal, including teamwork and interpersonal abilities; and
• Ability to multitask, prioritize and effectively meet deadlines;
• Ability to work independently as well as in a team environment.

About Us

WSP is one of the world's leading professional services firms. Our purpose is to future proof our cities and environments.

We have over 65,000 team members across the globe. In Canada, our 12,000+ people are involved in everything from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transportation networks, from finding new ways to extract essential resources to developing renewable power sources for the future.

At WSP:

• We have an empowering culture and hold ourselves accountable
• We are locally dedicated with international scale
• We value our people and our reputation
• We foster collaboration in everything we do
• We are future focused and challenge the status quo

Please Note:

Health and Safety is a core paramount value of WSP. Given the importance of keeping one another safe and the growing list of our clients including vaccination status as part of their mandated health and safety requirements to work with them, you will be required to provide proof of full COVID-19 vaccination to WSP as a condition of employment. You may also be required to undergo additional immunization to maintain a fully vaccinated status against COVID-19 whenever local Public Health Authorities recommend additional immunization.

Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates being able to perform key physical tasks of the job as described in the job posting and interview. This may include the ability to work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).

WSP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

WSP is committed to the principles of employment equity. Only the candidates selected will be contacted.

WSP does not accept unsolicited resumes from agencies. For more information please READ THE FULL POLICY.

WSP Canada Inc.