Office and Project Administrator [Canada]

 

Overview:

Are you someone with strong leadership and administrative skills? Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a trusted partner and a problem solver? As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.

Your opportunity

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We are currently seeking motivated candidates for the position of Office and Project Administrator in our Sydney, Nova Scotia office. This is an office-based position, working in-office Monday to Friday.

As the only administration person in the Sydney office, you will be a welcome addition to our dynamic national administration team. In this position, you will showcase your organizational, communication, and financial skills in a fast-paced professional office environment. Your ability to create strong working relationships with project teams will elevate your and the company’s collective success. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm.

Responsibilities:

What your day will look like

Office Administration

• Assist the office manager with the day to day operation of the office and developing a work environment and office culture that is productive and promotes employee satisfaction
• Assist the office manager with monitoring operating budgets and capital purchases, and execution of office business plans
• Deliver new employee orientation and training related to Dillon procedures and systems
• Organize local office meetings and work related functions
• Manage and complete office services such as accounts payable approval, expense claim review, the office filing system, and archiving
• Coordinate office equipment and supplies, including furniture, computers, copiers, general office supplies, and other amenities
• Manage the reception area, including greeting visitors, mail and courier arrangements, along with other reception related activities
• Complete other administrative duties as required or assigned, and fulfill the variety of tasks necessary to run the office effectively

Project Administration

• Provide administrative support to Project Managers for the overall life-cycle of projects, including but not limited to:
• electronic project set-up and maintenance
• client invoice review and tracking
• regular financial monitoring and budget analysis using Dillon’s financial management system and earned value management
• liaise with Dillon’s finance department
• Assist with the development and maintenance of documentation in accordance with Dillon’s quality management system and implementation in accordance with Dillon’s business processes, including project plans, health and safety plans, project schedules, etc.
• Assist with drafting client and sub-consultant/sub-contractor agreements and scope changes using Dillon standard templates, and coordinating the contract review and approval process
• Track, verify, and process sub-consultant/sub-contractor invoices
• Document formatting and production, including editing, proofreading, photocopying and overall quality review
• Provide enhanced and embedded project support to meet unique project requirements on an as required basis, including administrative support and task coordination. Some potential examples as follows:
• Attend project meetings to record and distribute meeting minutes
• Construction contract administration support, including construction contract procurement, payment certificates, change orders, reporting, and document management
• Detailed coordination for project meetings, public engagement open houses or workshops, including venue selection, catering, display materials, and on-site event support
• Support for the development of project documentation (e.g. reports, letters, memos, forms, specifications), including assistance with planning and maintaining schedule, compiling from multiple authors, inclusion of tables/graphs/graphics, and coordinating quality and risk reviews

Learning & Development

• Commit to self-development and ongoing learning and professional development.

Qualifications:

What you will need to succeed

Qualifications

• Five (5) years administration related experience
• Two (2) years’ experience in a project administration role
• Post-secondary education in an administration related field of study will be considered an asset

Experience:

• Understanding of basic accounting principles, terms and financial functions
• Proficient in the use of Microsoft Word and Excel and experience with document formatting in Word
• Highly organized with strong interpersonal and time management skills
• Ability to prioritize work effectively to meet tight deadlines and changing workload demands
• Ability to develop innovative solutions when experiencing unexpected challenges or roadblocks
• Ability to work independently and as part of a team
• Excellent attention to detail, a high regard for accuracy, and the ability to provide high quality outputs
• Professional verbal and written communication skills
• Experience using PDF software to edit and compile large and complex documents is considered an asset
• Experience in a Professional Services consulting firm is considered an asset

Why choose Dillon

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our core values:

• Reliability: words that result in actions build trust;
• Achievement: do the work to hit the target;
• Continuous development: always learning; always adapting; always growing;
• Creativity: discover new possibilities;
• Courage: do the things that matter, especially when it’s hard;
• Inclusiveness: enabling belonging to draw strength from our differences

In addition, we offer:

• Employee share purchase plan
• Dillon is 100% employee owned and share ownership is open to all full-time regular employees
• A competitive compensation package
• Comprehensive health benefits
• Generous retirement savings plan
• Student loan repayment assistance with matching employer contributions
• Flexible work hours
• Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs. We are taking a trust-based approach to offer a variety of flexible work options to help balance the competing demands of work and personal life.
• Learning and Development opportunities
• As a knowledge-based business, the organic growth of our knowledge and skills occur through our work performance and roles. The creation and sharing of knowledge allows us to take local knowledge to scale, capture lessons learned through experience, and continuously improve service delivery. The development of self and others is an evident and measured core behaviour within our organization
• We use a composite approach to development including coaching to build the how, mentoring to share lessons, advising to round out perspectives, and co-creation of knowledge through internal learning opportunities
• Focus on Innovation
• The ability to anticipate, examine, and adopt new and innovative solutions is a crucial driver for the continual and progressive advancement of our business performance. In our culture, people are empowered to reflect and question current practices and seek forward looking solutions to today’s problems and tomorrow’s opportunities
• Employee and Family Assistance Program (EFAP)
• A variety of EFAP tools and online resources to support well-being are available to all employees
• Wellness Subsidy
• Our employees can take advantage of wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes and dance classes

About Dillon

Dillon is a proudly Canadian, employee-owned, professional consulting firm specializing in planning, engineering, environmental science and management. We partner with clients to provide committed, collaborative, and inventive solutions to complex, multi-faceted projects. With over 20 offices and more than 1000 employees across Canada, Dillon offers a wide range of services related to building and improving facilities and infrastructure, protecting the environment, and developing communities.

Now operating for over 75 years, we continue to strive for excellence in everything we do. Dillon has been listed as one of Canada’s Best Managed Companies for the past 17 years and has the distinction of having achieved Platinum Club member status in this program.

Employment Equity, Diversity & Inclusion at Dillon:

Dillon is committed to the principles of employment equity, inclusiveness, and diversity within our organization. We strive to achieve a workplace where opportunities are based on skills and abilities and that respects and values differences.

Inclusion is more than a word to us, it is the way we choose to run our business.

Please connect with us if you require accommodation in the interview process. We would love to hear from you!

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