Project Administrative Assistant - Jobs and employment opportunities in Canada - jobs-ca.com

Worley is a global professional services company of energy, chemicals and resources experts. We partner with customers to deliver projects and create value over the life of their assets. We’re bridging two worlds, moving towards more sustainable energy sources, while helping to provide the energy, chemicals and resources needed now.
Purpose
We are currently recruiting for a Project Administrator. Our team includes world class experts and dynamic go-getters. This is a full-time position based in Vancouver, British Columbia.
The Project Administrative Assistant provides high level administrative and coordination support to Project Managers and project teams within a fast paced engineering environment. This role plays a key part in proposal coordination, project documentation, reporting, and stakeholder support, ensuring projects are executed efficiently, compliantly, and to a high standard of quality.
Responsibilities
Project & Proposal Support
Coordinate and support the tender and proposal process for new projects, including document preparation in line with corporate branding and quality standards.
Compile, format, proofread, and finalize proposals, reports, and project documentation.
Track outstanding inputs, follow up with contributors, and ensure deadlines are met.
Prepare final presentation packages, including electronic and hard copy deliverables.

Project Coordination & Administration
Liaise closely with Senior Project Managers, Project Engineers, and internal stakeholders to gather information for proposals, reports, and special projects.
Source, organize, and manage internal and external project documents and reference materials.
Maintain accurate, confidential project records, correspondence, reports, and registers in both digital and hard copy filing systems.
Support project reporting activities, including data compilation, status updates, and dashboards (as required).

Meetings, Travel & Logistics
Coordinate meetings, including calendar invitations, agenda preparation, minute taking, room bookings, AV setup, and catering arrangements.
Prepare, distribute, and archive meeting agendas, minutes, and action logs.
Arrange domestic and international travel for project staff, ensuring compliance with company travel policies.

Office & Team Support
Maintain vacation and coverage schedules for project teams.
Provide daily backup support for reception and front office functions.
Use automated office systems and collaboration tools to support project delivery and meet deadlines.
Support continuous improvement of administrative processes and document control practices.

What You Will Bring
Technical and Industry Experience:
Minimum 5 years’ experience in an Administrative Assistant or Project Assistant role, preferably within an engineering, construction, or professional services environment.
Demonstrated experience supporting tenders, proposals, or bid submissions.
Advanced proficiency in Microsoft Office Suite:
Word – Advanced.
Excel – Advanced.
PowerPoint – Intermediate.
Visio – Intermediate (asset).
Strong written and verbal communication skills with exceptional attention to detail, grammar, and formatting.
Proven ability to manage multiple priorities, deadlines, and stakeholders in a dynamic environment.
Highly organized, with strong document control and information management skills.
Ability to handle confidential and sensitive information with discretion and professionalism.

Assets
Previous experience in an engineering, EPC, or technical consulting environment.
Familiarity with document management systems, SharePoint, or project controls platforms.

Key Competencies
Strong organizational and time management skills.
High level of accuracy and quality focus.
Proactive, adaptable, and solution oriented.
Comfortable working independently and as part of a project team.
Willingness to provide flexible support during peak project or tender periods.

Required
Education – Qualifications, Accreditation, Training:
Bachelor's Degree required.

Office based.
Occasional overtime may be required to support critical project or tender deadlines.
For applicants based in the province of British Columbia, the salary range is $69,027 to $93,389.
Application of the pay band: Variation in salary is determined by factors such as the candidate’s qualifications, relevant years of experience, geographic location, internal pay equity, and prevailing mark