Program Assistant (Project Management)

The Role

Provides administrative and financial process support primarily to the Project Management Section, including coordinating/preparing construction contract documents (e.g., consultant proposal packages, tender packages, contract addenda) and service agreements. Maintains databases (e.g., project drawings, financial documents, forms), runs reports, and monitors/updates information in same.
 

Duties/Responsibilities

• Provides administrative support to the Section and periodically to other sections in the Division, including preparing, distributing, and tracking project management/construction documents (e.g., consultant proposal packages, tender documents, contract addenda, payment certificates, change orders, completion certificates, service agreements, Committee and Council reports). Forwards documents to other parties as required; ensures deadlines are met and returned documentation is complete, accurate, and properly executed and sealed.
• Administers document management/filing systems for open/closed projects (e.g., project files, building drawing records, vendor health and safety records, environmental assessments). Liaises with ITS and vendor to coordinate system updates and resolve issues. Scans hard copies into system. Assists staff with information requests. 
• Processes purchase orders, payment certificates, and contractor invoices for payment and enters to system. Creates/prepares standard purchase orders in financial system. Responds to/forwards inquiries from vendors. Liaises with procurement staff to administer procurements generated by staff. Reconciles purchasing card statements for staff and submits to Finance. Reconciles project costs with actual costs in financial system. Runs reports for charging staff hours to capital accounts and submits to Finance.
• Compiles information and runs reports on project status and project/program performance for management and other departments. Follows up with project managers on outstanding information. 
• Monitors Workplace Safety Insurance Board (WSIB) system to ensure vendor/contractor certificates are current. Follows up with management and provides reports.
• Designs/develops materials for the Section (e.g., forms, templates, presentations, pamphlets, mail-outs, process maps), for approval. 
• Sets up meetings (e.g., books/sets up rooms and equipment, prepares reference material, catering, records/distributes minutes). Tracks documents, formats/corrects minor errors, and notifies report authors for more complex corrections. Collates/maintains meeting agendas. Assists staff to schedule onsite work and process building notices.
• Assists Section management with training program administration, including maintaining resources, follow-up on documentation, and coordinating with consultants on logistics and some course content.
• Coordinates administrative processes for student hiring (e.g., schedules interviews, posts job ads). 
• Maintains confidential staff information (e.g., engineering memberships). 
• Maintains administrative policies and procedures for the Section, including an administrative manual and new staff orientation resource. Leads projects to streamline administrative processes in the Section. Notifies and trains staff on changes. 
• Processes mail and faxes, and arranges for courier service.    
• Responds to routine inquiries regarding Section programs and services or directs to appropriate staff.
• Maintains office equipment (e.g., printers, fax machine, photocopier) and equipment for sign out (e.g., laptops); arranges servicing, as required. 
• Backs up other divisional administration jobs, as assigned (e.g., vacation, sick coverage).
• Performs related duties as assigned.
   

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, document management, and communication skills acquired through a grade 12 education plus 3 years of related experience in a construction environment–OR– a 2-year post-secondary education plus 1 year of related experience in a construction environment.
• Knowledge of and ability to follow corporate policies and procedures, and legislation (e.g., AODA). Familiarity with basic building design construction terminology, and procurement practices in construction and construction law used in facilities maintenance and construction.
• Time management, organizational, attention to detail, and problem solving skills to prioritize and complete work per timelines/processes; handle simultaneous demands; and adapt to multiple priorities. Ability to collect, compile, and report information for assigned projects.
• Document management skills (e.g., organizing, reviewing, verifying, recording) to track documents and maintain project management modules in a construction-based environment.
• Communication skills to respond to inquiries related to contract proposal and agreement processes and follow up with staff and vendors/consultants; provide information to staff regarding changes in administrative procedures/processes and other programs; and participate as an effective team member.
• Ability to draft, type, and edit letters, memos, and construction reports, and complete forms and records. Ability to read bills, purchase orders, and invoices.
• Computer skills with ability to use software such as Microsoft Office, a corporate financial system (e.g., Oracle), program/project management systems (e.g., Eclipse, Lucity).
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.