Job Type: Fulltime
Job Description:
POSITION: PROJECT ASSISTANT
REPORTS TO: PRESIDENT/GENERAL MANAGER
SALARY: BASED ON EXPERIENCE
TYPE OF POSITION: PERMANENT, 40 HOURS PER WEEK
JOB FUNCTION: To provide administrative support to the project managers in the areas of project setup, project support and assistance, document control, project completion, and closure. To provide daily administrative support for the office in the areas of incoming and outgoing mail, faxes, and couriers, and telephone and in-person reception.
QUALIFICATIONS:
o Minimum of high school graduation with two years experience in relevant clerical project work
o College diploma or degree equivalent in administration training
o Strong administrative background desired
o Science background an asset
KNOWLEDGE, SKILLS AND ABILITIES:
o Knowledge of office procedures and methods, including telephone communications, office systems, and record keeping
o Knowledge of business communications, including style and format of letters, memoranda, minutes, and reports
o Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Adobe Acrobat
o Ability to learn new software
o Knowledge of project flow and project management tools (GANTT charts, etc.)
o Excellent verbal and written communication skills
o Administrative ability
o Strong organizational skills
o Accuracy and attention to detail
o Understanding of the importance of meeting deadlines
o Ability to take initiative and establish priorities to meet deadlines
o Ability to change focus when urgent matters arise
o Ability to work independently and proceed with objectives without supervision
o Ability to work well with others and to handle and resolve problems with tact, diplomacy, and courtesy
DUTIES AND RESPONBILITIES:
Project Setup:
o Assist in acquiring information needed to complete project setup.
o Set up project on in-house Cost Constructor database system.
o Set up electronic and physical project files.
o Maintain contacts database for clients.
Project Assistance:
o Book conference calls and prepare for project meetings.
o Attend project meetings and prepare minutes of meetings as required.
o Assist project managers with online historical and data searches.
o Assist project managers with scheduling subcontractor and third party services and equipment for projects.
o Assist with costing entries for projects on in-house Cost Constructor database.
o Assist project managers with preparation for site visits, including prepping and labeling equipment for sampling, booking travel arrangements, etc.
o Assist project managers with tables, spreadsheets, and data entry.
o Maintain document tracking system and project files for all projects.
o Perform other related duties as required.
Project Completion:
o Proofread and edit documents for grammar, spelling, punctuation, and format.
o Consolidate reports and appendices using Adobe Acrobat.
o Print, collate and bind reports and other materials as requested.
o Generate transmittal documents and prepare reports for distribution/delivery by courier, email, and/or internet.
o Assist project managers with completion of profitability spreadsheets, reviewing for accuracy.
o File and archive electronic and physical documentation and reports for all projects.
o Perform project closure tasks for all completed projects.
o Assist in preparing project profiles for key projects.
Daily Administrative Support
o Unlock and lock filing cabinets as required.
o Open and process all incoming mail, faxes and couriers and prepare outgoing mail and couriers as requested.
o Answer telephone calls.
o Manage in-person reception as required.
o Perform other related duties as required.
Deadline for Applications: August 15, 2008
Start Date: As soon as possible
Salary: To be negotiated, depending on experience
For more information on this job posting, please go to:
http://www.find-a-job-canada.com/edmonton-jobs.html
