Document & Project Assistant (Design & Construction)

The Role

Provides administrative project support to division staff, including the coordination/preparation of construction contract documents (e.g., consultant proposal packages, tender documents, contract addenda) and engineering service agreements.
 

Duties/Responsibilities

• Provides administrative project support to the Division and other divisions in the Department, including preparing, distributing, and tracking design and construction related documents (e.g., consultant proposal packages, construction tender documents, contract addenda, construction payment certificates, contractor change orders, completion certificates, engineering services agreements). Forwards documents to appropriate parties as required; monitors and follows up with staff regarding administrative deadlines to ensure deadlines are met and returned documentation is complete, accurate, and properly executed and sealed. 
• Prepares and tracks documents (e.g., financial and project data/reports, agendas/minutes, organizational charts, Committee and Council reports). Formats, proofs, and corrects grammatical errors and notifies report authors for more complex corrections. 
• Sets up meetings for divisional staff (e.g., room and equipment booking and setup, reference material, catering). Schedules public information consultation meetings and provides related administrative support.
• Maintains divisional forms and templates used for project administration.
• Maintains project/engineering records, including historical documents, environmental assessments, reports, and equipment manuals. Enters and confirms data in internal/external databases (e.g., contractor and consultant insurance).
• Maintains project information/documents on internal/external websites and file transfer site. Coordinates notices and advertisements for local newspapers per contract timelines.
• As records assistant, maintains divisional filing systems, arranges offsite transfer, and ensures disposal/destruction/retention of files, per corporate standards.
• Maintains confidential staff information (e.g., engineering membership). Runs monthly reports to show which capital accounts project hours are charged to; submits to Finance.
• Maintains administrative policies and procedures for the Division.
• Responds to inquiries regarding divisional programs and services or directs to appropriate staff. Liaises/follows up with project staff regarding public inquires, and updates customer service database accordingly. 
• Prepares cheque and purchase requisitions, places orders, and maintains office supplies. Has signing authority for office supplies. Maintains office equipment and arranges servicing, as required. Submits facilities requests for furniture needs and repairs/maintenance. Processes mail.
• Exchanges information daily with other departmental/Regional staff to coordinate meetings or project tender process (e.g., procurement, Finance, corporate call centre, corporate communications, legal, clerk’s office).
• Contacts suppliers to obtain quotes and information or place orders. Contacts consultants and contractors to obtain document information, follow up, and resolve discrepancies. 
• Backs up other departmental administrative staff, as required.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures and communication skills acquired through a grade 12 education plus 3 years of related experience (or equivalent combination of higher education and lower experience). 
• Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., privacy). Working knowledge of the Department. Familiarity with engineering and technical terminology and abbreviations.
• Document management skills (e.g., organizing, reviewing, verifying, recording) to track documents and maintain a records system in an engineering-based environment.
• Ability to exhibit confidentiality and discretion in handling caucus, confidential, and sensitive material.
• Time management, organizational, and problem solving skills to prioritize and complete work per timelines; handle simultaneous demands; adapt to multiple priorities; and collect, compile, and report project information.
• Communication and interpersonal skills to follow up with others in the contract proposal and agreement process; present information and provide support/training to staff regarding changes in administrative procedures/processes; and participate as an effective team member. 
• Ability to read policies, procedures, contracts/agreements, and engineering reports/documentation. Ability to write administrative procedures; compose, proofread, and edit correspondence, documents, and project information; and draft engineering consulting agreements and contracts using standard templates/forms.
• Computer skills with ability to use software such as Microsoft Office (including Excel), Internet/ Intranet, and a customer service database.
• Ability to support and demonstrate the Region’s values.