POSITION TITLE: PROJECT ASSISTANT
REPORTS TO: MANAGER, PROJECTS
DEPARTMENT: PROJECTS
Position Summary:
We are seeking a dynamic and detail-oriented Project Assistant to join our team and support our Projects team. In this role, you will play a key part in ensuring the smooth execution of various international and domestic initiatives. As a Project Assistant, you will be responsible for a diverse set of tasks, including but not limited to; document management, pre-qualifications, promotional item procurement, trade show preparations, client visit coordination, and international shipping logistics. If you thrive in a fast-paced environment and possess exceptional organizational skills, we invite you to apply for this exciting opportunity.
Key Duties and Responsibilities:1. Projects Support:
- Supporting the project team as required on various project activities.
- Performing administrative tasks such as taking meeting minutes, and preparing project-related documentation required.
- Support in gathering and coordinating documentation for pre-qualification with vendors and clients.
- Completing any tasks assigned by the project manager in an efficient and timely manner.
- Create, update, organize, and maintain various documents, ensuring accuracy and accessibility.
- Support procurement-related activities such as expediting purchased materials.
2. Administrative and Accounting Support:
- Occasional support at the front reception desk to greet visitors and receive mail and packages.
- Handling orders of office supplies, and postal pickup as required.
- Data entry of various sorts, such as timecards and procurement-related data.
- Service calls for building maintenance and other required activities.
- Monitor various company general mailboxes as required.
3. Promotional Item Procurement:
- Coordinate the ordering and distribution of promotional items for projects and events.
- Work closely with suppliers to ensure timely delivery and quality control.
- Manage supply inventory to ensure the necessary supplies are available when needed.
4. Trade Show Preparations:
- Plan and execute preparations for local and international trade shows, including booth supplies, set up, and logistics.
- Coordinate with team members to ensure seamless participation and representation.
5. Staff & Client Visit Coordination:
- Facilitate the planning and organization of visits, ensuring a positive and professional experience.
- Arrangement of travel, accommodation, and meals/refreshments as required.
6. Shipping Logistics:
- Manage international shipping logistics, which would include coordinating with transport companies and customs brokers for incoming and outgoing freight.
- Prepare and complete international shipping documentation in compliance with regulations and client requirements.
Direct Reports
The Project Assistant is a motivated member of a team working together in the most efficient manner. This position has no direct reports.
Tools, Systems, Equipment and Machinery
Will receive a personal computer/laptop with Microsoft Office, Estimating software, and Microsoft Dynamics – Great Plains.
Physical Requirements
Sitting for extended periods at a time focused on a computer screen.
Travel Requirements
None specifically, however occasional trips to various shops and suppliers might be required.
Working Environment
Works in a controlled office environment. Occasional visits to the fabrication shop which requires appropriate PPE (personal protective equipment).
Communications
Effectively communicates relevant project information to the team. Interacts in a respectful and cooperative manner. Attends regular status meetings with the project team. Resolves and/or escalates issues in a timely fashion. Understands how to communicate difficult/sensitive information tactfully.
Qualifications
- High school diploma required and/or a graduate with administrative assistance or equivalent post-secondary diploma preferred.
- Previous experience with retail and sales-related jobs is considered an asset.
- Exceptional interpersonal (verbal and written) and communication skills coupled with a collaborative working style for building relationships.
- Excellent organizational and multitasking abilities.
- Detail-oriented with a focus on accuracy.
- Intermediate to advanced knowledge of MS Office Suite.
- Experience supporting various project positions (projects and engineering).
- Familiarity with international shipping regulations is a plus.
- Able to work in a team environment and be personable.
- Must have a driver's license with a good driving record.
Benefits
- Dental care
- Extended health care
- Vision care
- Life insurance
- RRSP match
- Employee Assistance Program (EAP)
- Paid time off
- Casual dress
- On-site parking
Schedule
7:45 am to 4:15 pm Monday to Friday
12:00 to 12:30 Lunch
Location
5Blue Process Equipment
- 706 – 25 Ave, Building 2 Nisku, Alberta T9E-0G6
Job Types: Full-time, Permanent
Pay: $52,000.00-$62,400.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Store discount
- Vision care
Schedule:
- Day shift
- Monday to Friday
Education:
- Secondary School (preferred)
Experience:
- Project Assistant: 1 year (required)
Licence/Certification:
- Class 5 Licence (required)
Work Location: In person
