Project Controller / Administrative Assistant

The Opportunity

WSP is currently seeking a Project Controller / Administrative Assistantto support the Land Development and Municipal Engineering teams in Alberta, based out of the Edmonton office . This position would be responsible for administrative tasks as well as assisting Project Managers and the project controls team in the day-to-day project financial tasks.

The Project Coordinator duties include opening new projects and proposal opportunities, monitoring and assisting project managers in project financials, maintaining and updating project budgets in WSP financial system, working with billers, project accountants and Project Controllers to review and maintain project financials. Engineering design and construction related project coordination activities including preparing tender contracts and specifications documentation, producing meeting minutes, invoice distribution, coordination with other offices and departments on projects, completion of progress payments and change orders, etc.

The administration assistant duties include proposal writing and formatting, word processing and document review/editing, reports, data entry, photocopying, document distribution, filing, preparation of courier packages, packaging drawings for clients and contractors, organize office/department/client events, submit accounts payable and receivables.

Working very closely with the Project Managers, Managers, and Directors, the candidate will be a highly organized planner with strong communication skills.

Why WSP?

• We value and are committed to upholding a culture of Inclusion and Belonging
• Our Flexible Work Policy – we recognize the importance of balance in our lives and encourage you to prioritize the balance in yours. We will support you on and off the job so you can be fully present in both your work and home lives.
• Our Hybrid Work Policy - a combination of in-person and remote working, enables us to purposefully think of how we work, who we need to work with, and where the work should be done.
• A Canadian success story - we're proud to wear the red and white of this beautiful country and show the world what Canada has to offer.
• Enhance the world around you - from the environment to the highways, to the buildings and the terrain, WSP is the fabric of Canada.
• Outstanding career opportunities - we're growing and pushing ourselves every day to be greater than yesterday - we're open to your ideas and trying new things.
• A phenomenal collaborative culture and a workforce filled with genuinely good people who are doing humbly important work. Come find out for yourself what it's like to be a part of our journey.

We offer attractive pay, flexible work options, a great corporate culture, comprehensive and employee-focused benefits including virtual healthcare and a wellness platform as well as great savings programs, and a clear vision for the future.

#WeAreWSP

A day in the life:

• Setup of project numbers and budgets in Oracle;
• Project financial reviews;
• Assisting project managers in maintaining their project financial performance;
• Assisting Project Controllers on reporting on project financial performance;
• Assisting managers and directors on monitoring and reporting key performance indicators (accounts receivables, financial erosion, unbilled revenue, etc.);
• Working with project managers, billers, project accountants, and Project Controllers, on project financial maintenance to fix problem projects;
• Maintain meeting minutes and distribute accordingly;
• Assist in developing, producing and distributing reports, studies, proposals, and general correspondence;
• Collaborate with the team to coordinate proposals and prepare proposal submissions;
• Coordinate the proposal response from initial enquiry to final submission, setting timelines and deliverables and ensuring milestones are met;
• Collaborate with proposal teams to create proposal narratives, compile key experience data, success stories, and discriminating accomplishments;
• Write various proposal sections, including executive summaries, project descriptions/ qualification summaries, and CVs as required;
• Maintain electronic filing system;
• Typing, formatting, photocopying, and emailing documents;
• Coordinate outgoing and incoming courier shipments; reconcile courier invoices with delivery slips;
• Support client management activities;
• Coordinate and manage calendar for internal and external meetings and conference calls, including room arrangements, catering, audio visual, etc.;
• Arrange travel and accommodation through corporate travel provider;
• Organize social functions as required;
• Provide backup support to other administrators, if required;
• Other duties as assigned/required.

What you'll bring to WSP ...

• High School diploma with minimum 5-8 years relevant experience as an Administration Assistant preferably within an Engineering/Architectural or other professional service office;
• Excellent organizational and time management skills to respond to changing priorities and handle multiple tasks;
• High level of financial acumen;
• Ability to multitask, prioritize and effectively meet deadlines;
• Consistently deliver high-caliber, accurate work with a high degree of attention to detail, in a fast-paced environment;
• Excellent Communication skills – written and verbal, including teamwork and interpersonal abilities; and
• Ability to work independently as well as in a team environment.
• Advanced proficiency in Microsoft Office including proficiency in Microsoft Word, Excel, Outlook, Powerpoint and Teams;
• Experience with Microsoft Sharepoint, Bluebeam, Adobe InDesign, Adobe Acrobat, City mapping systems (GIS Data), and coordinating courier pickups is an asset;