Your Opportunity
We are currently seeking motivated candidates for the position of Project Administrator in our Guelph, Toronto or Ottawa offices. This is an office-based position and will require working five days from Dillon’s office.
In this role, you will be a welcome addition to our dynamic administrative team. As a Project Administrator, you will showcase your financial, organizational and communication skills in a fast-paced professional office environment. Your ability to create strong working relationships with technical project managers 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
Project Administration (87%)
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
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
Document formatting and production, including editing, proofreading, and overall quality review
General Office Support (10%)
Assist with general office-related administrative activities as required, and contribute as part of the administrative team to fulfill the variety of tasks necessary to run the office effectively
Learning and Development (3%)
A commitment to self-development and ongoing learning and professional development.
Qualifications:
What you will need to succeed
Three (3) to five (5) years administration related experience or demonstrated combination of education, skills, knowledge and experience
Two (2) years’ experience in a project administration role
Post-secondary education in an administration related program is considered an asset
Experience:
Understanding of basic accounting principles, terms and financial functions
Proficient in the use of the Microsoft Office Suite, specifically Word, Excel, and PowerPoint
Excellent attention to detail, a high regard for accuracy, and the ability to provide high quality outputs
Professional verbal and written communication skills
Time management skills and the ability to prioritize work effectively to meet tight deadlines and adapt to changing workload demands
Strong interpersonal skills and a positive “can do” attitude
Ability to develop innovative solutions when experiencing unexpected challenges or roadblocks
Experience in MS Project is considered an asset
Familiarity with the Google Workspace (e.g., Gmail, Google Calendar, Google Drive) is considered an asset
Experience in a Professional Services consulting firm (engineering/environmental/planning) 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 and remote working options
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 and remote 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 20 offices and more than 900 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 14 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.
We encourage you to connect with us at [email protected] if you require accommodation in the interview process. We would love to hear from you!
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