Project Administrator Jobs

We are looking for candidates with their own unique talents. If you don't meet 100% of the preferred skills outlined in this job posting, tell us why you'd be a great fit for Urban Systems in your cover letter!

About The Opportunity

Our Victoria branch is looking to add an enthusiastic full-time Project Administrator to provide support to our professional services consulting team. In this role, you will help to ensure that we are seen as an organization that takes its work seriously from inception to completion, with a professional and creative approach.

Come put your professional and financial skills to work on our team while we serve our higher calling of 'spirit' in service for vibrant communities!

More specifically, as a Project Administrator, some of your key responsibilities will be:

• Branch Administrative Support – work collaboratively to support our business's continued growth and evolution.
• Project Administration – proactively coordinating projects throughout all phases from initiation to completion. Monitor project schedules, pull reports, draft documents, communicate with project partners, organize records and documentation for project leaders' review, coordinate formal document preparation and other administrative details as needed.
• Document and Quality Control – create project correspondence, reports, proposals, presentations, schedules, spreadsheets, and financial reporting with high attention to detail. Work closely with team members to ensure accuracy and adherence to brand standards and quality control are met.
• Financial Administration – track budgets, expenditures, and cost approvals. Verify financial information, provide regular updates to project leaders, support invoice coding and tracking, and prepare and edit client documents required by provincial/ regulatory auditors.
• Team Coordination – follow team schedules, project status and milestone dates. Coordinate team meetings, take meeting minutes and follow up on action items.

About You

Are you eager to learn new things and work with a diverse group of people while maintaining a positive attitude under pressure and competing deadlines? Does this list reflect your skills, strengths, and abilities? Our ideal candidate has 2 or more years of experience in Business Administration/ Coordination, ideally in consulting or a similar environment.

Does this list reflect your skills, strengths, and abilities?

• Strong oral and written communication skills – ability to communicate thoughtfully and thoroughly with team members and clients
• Positive outlook and highly developed interpersonal skills – the ability to quickly develop a rapport with staff and clients (internal and external)
• Excellent writing and proofreading skills – confident with formatting documents, writing and compiling proposals, memos, letters, and meeting minutes
• Analytical skills/experience – numbers don't scare you, you have basic knowledge and aptitude for financial administration and accounting principles
• Technically proficient and experienced with all Microsoft Office programs – knowledge of Word, PowerPoint, and Excel
• Strong service orientation – meets the needs of the team and internal clients by responding to requests efficiently and effectively

About Us

Urban Systems is an employee-owned inter-disciplinary community consulting firm with deep Canadian roots. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work.

We care for our communities and for our people. It's our differences that make us exciting, and our shared belief in Urban Systems that binds us together. We're searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

Our Commitment to You

Are you looking for a meaningful challenge and to create impact in your community? Join a tight-knit team of professionals at Urban Systems and be part of our mission to build vibrant communities across Canada. Here's what you can expect as part of our team:

• Competitive Compensation. Your skills and contributions are valued. You'll receive competitive compensation, extended health, dental, vision care coverage, and more.
• Paid Time Off. We understand the importance of taking time off to recharge and spend time with loved ones! Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.
• Learn and Grow. Your professional growth & development is supported here. You are encouraged to take initiative and shape your career through coaching, in-house learning, technical courses, and more.
• Flexible Hours & Work Environment. You have a life outside of work! We offer flexibility in your work schedule and work environment to help you do your best work and meet your commitments.
• Beautiful Office. Do your best work in office spaces designed with your needs in mind. Each of our 18 offices has its own unique personality and design.
• Create Lasting Community Impact. 97% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life!
• Saving for the Future. To help you achieve your long-term financial goals, we offer a Long-Term Matching Program to match your contributions to an RRSP or TFSA.
• Work with Inter-Disciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, inter-disciplinary teams to deliver important work for our clients and their communities.

How To Apply

If this describes your background, skills and attributes please visit our website for more information and submit your resume and cover letter. If it doesn't describe you exactly but you feel you are well suited to this opportunity, we encourage you to apply.

Deadline for applications: Monday, July 31, 2023, at 9:00 AM PST

All resumes are reviewed by someone on our recruitment team. If you have individual needs or requirements and request assistance throughout the application process, please get in touch with our recruitment team by email at [email protected] so we can better support you.

Urban Systems is an equal-opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life and so do you. We believe that diversity and unity amongst our teams leads to building vibrant communities