We are looking for an organized, proactive, and accountable Project Assistant who brings a positive attitude, takes initiative, and enjoys helping teams stay organized, responsive, and efficient. You take pride in producing high-quality work, following through on commitments, and finding ways to support your colleagues and contribute to successful project delivery. In addition, you want to be part of a company culture that focuses on effectively growing your personal and professional talents.
In this role, you will provide administrative and project support to Project Managers, Sector Leader, and project teams. Your work will include proposal coordination, document formatting and quality control, invoicing support, project records management, meeting coordination, and other day-to-day activities that help our projects and teams run smoothly. You will also assist with selected design and construction-related administrative coordination tasks, such as maintaining logs, organizing correspondence, and preparing routine project documentation for review. You are someone who approaches work with professionalism, curiosity, and a willingness to learn. You are comfortable managing multiple priorities, anticipating needs where possible, and contributing to a collaborative team environment.
The Company
We are a 100% employee-owned consulting engineering firm, but we are also more than that. Our diverse team includes engineers, technologists, biologists, agrologists, planners, scientists, and more. We began in 1975 and work together in an environment that empowers us to think differently about real-world problems.
We seek opportunities for continuous improvement in our work and support those who have a passion for excellence. At KWL, we care about each other and strive to create a fun, open, and engaging environment that leverages our individual strengths and encourages vibrant discussion.
What You’ll Do
- Under the direction of a Project Manager, take a lead role in coordinating and completing proposals.
- Provide quality control support by proofreading, formatting, and helping ensure reports, memos, and other deliverables align with KWL standards.
- Prepare and coordinate official correspondence, both internally and externally, related to project activities, including emails, memos, letters, reports, and technical specifications.
- Assist Project Teams with the development and ongoing maintenance of project management plans, including monthly invoicing, budget tracking, and reporting.
- Assist with invoicing processes, including preparing draft invoices, invoice cover letters, supporting documentation, and coordinating Project Manager review.
- Schedule meetings, prepare agendas and supporting materials, and assist with meeting documentation for discussions, briefings, and project meetings.
- Respond to routine requests for information and support effective communication within project teams.
- Make travel arrangements for project personnel, as required.
- Assist Project Managers with Deltek Vision updates and reporting, including contact databases, project-specific information, budget updates, quality management records, deliverable tracking, and project close-outs.
- Maintain project record management systems and assist with organizing digital project documentation, logs, and correspondence.
- Assist Project Managers and project teams with administrative coordination for design and construction activities, such as maintaining submittal logs, tracking routine project correspondence, and organizing related records.
- Prepare draft project-related correspondence and documentation, including contractor/client letters and other routine project communications, for review by Project Managers or technical staff.
- Assist Sector Leaders in planning and organizing sector and corporate work events.
- Support Project Managers with contract administration activities, including coordinating internal contract reviews, arranging insurance certificates, assisting with client correspondence, and facilitating signature processes.
- Communicate with clients, contractors, and project partners as needed in a professional and responsive manner.
- Proactively identify opportunities to improve organization, follow-up, and administrative workflows within project teams.
- Undertake other administrative and project support assignments as required.
What You’ll Bring
- A proactive, positive, and service-oriented approach, with a willingness to take initiative and help where needed.
- An Office or Business Administration diploma, or related education.
- A minimum of 2–3 years of previous experience in a construction, engineering consulting, or similar professional services environment is preferred.
- High proficiency in Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
- Experience with web-based accounting or project management software, such as Deltek Vision or similar, is an asset.
- Experience supporting project teams with document control, invoicing, correspondence tracking, or design/construction-related administrative coordination is an asset.
- Ability to handle confidential information with a high degree of professionalism, discretion, and integrity.
- Strong written and verbal communication skills.
- A personable, professional, and collaborative work ethic.
- Self-motivation and the ability to grasp new concepts quickly.
- Strong organizational skills, with the ability to manage multiple tasks, meet deadlines, and prioritize work effectively.
- Flexibility to work with different leadership styles and support a variety of tasks and teams.
- Excellent interpersonal skills and the ability to work collaboratively in a multidisciplinary environment.
- A desire to learn new skills and an eagerness to grow within the role.
- Experience with Microsoft Project or other scheduling tools is an asset.
What We Offer
- A hybrid work environment
- Competitive salary and a generous performance-based bonus
- Excellent benefits, including extended health, dental, vision and a health care spending account
- An Employee and Family Assistance Program that offers 24/7 support for all employees and their family members via phone or online
- Group Savings Matching Plan (GRSP/TFSA)
- Annual Health & Wellness Allowance
- Opportunity to work remotely outside of Canada for a period of 30 calendar days per year
- Flexibility to create a work schedule that supports your workday and responsibilities.
- Career Coaching program and continuous support for professional development and growth
- An employee-centric culture that includes sport participation, various team memberships, and team building activities
- Direct guidance from experienced teammates and an opportunity to work with an award-winning team
- And more
Wage Range
- $50,000 – $60,000 per annum, wage dependent on years of experience
KWL values diversity and equity within our teams and provides equality of treatment and opportunity to all employees and applicants. We are committed to encouraging applications regardless of age, race, colour, religion, ethnic origin, gender, sexual orientation, and marital status. Recruitment selection will be based on the applicant’s possession of experience, essential skills, knowledge, and capability required to perform the job. Only those selected will be contacted.
We acknowledge that our head office is located on the unceded traditional territory of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. We are grateful for the opportunity to work from this land.
