Admin & HR | Project Assistant - FT

To provide administrative support to Project Managers through all project phases in the delivery of owned accommodation projects. Prepares project document and ensures effective communications of information between clients, contractors, consultants and BCBC staff.

Job Duties and Tasks:

1. Provides Administrative Support to Project Managers

• prepares and revises documents such as construction contracts, consultant agreements, proposal calls, Accommodation Proposals and Requests for Approvals and Services requiring knowledge of contract law, design and construction processes and Corporate policies and procedures
• prepares and processes advertisements for tender calls and publicly opens tender calls
• reviews tenders/initiates company searches and credit checks
• opens, updates and closes projects files and records
• researches and coordinates data to prepare Accommodation Proposals, Work Orders and Requests for Approvals and Services
• prepares and reviews documentation to ensure accuracy and completeness prior to attaching to invoice for Manager's approval
• processes invoices including checking for accuracy and forwarding for approval
• receives cheques for contract documents, Performance Bonds, Statutory Declarations, and Certificates of Insurance
• compiles information and prepares Agricultural Land Exclusions Applications and Development Permit Applications
• assigns approved funds to PMU via inter-departmental work assignments
• reviews quotes from PMU for move, manage and commission
• monitors Corporate and developer build project schedules, coordinates holdover or lease termination arrangements

2. Other related duties

• exchanges information on projects with coworkers, consultants, clients and BCBC staff
• attends and prepares minutes for various meetings such as Account Team initial site
• meetings, project status/transfer meetings and public and community hearings
• arranges meetings relating to projects and procedures as required
• prepares cost data for input into budgets
• occasionally acts as a team leader on a rotational basis

Supervision Received

Supervisor, Administrative Service; directed by Project Manager

Supervision/Direction/On Exercised

Provides orientation to new employees as required. Occasionally acts as a team leader on a rotational basis for the purpose of exchanging information and experience among all Project Assistants.

Physical Assets/Information Management:

Operates office equipment such as computer, standard software, complex in house systems, printer and photocopier. Opens, updates, and closes project files. Maintains and updates information on a multi-user computer system.

Financial Resources:

Receives and documents cheques. Reviews invoices for accuracy. Prepares cost data for input into budgets. Commitment authority for accommodation proposals to $200,000 per annum. Initiates prepares and may approve Purchase Orders, Change Orders and invoices up to $25,000.

This is a unionized role with the BCGEU governed by a Collective Bargaining Agreement. The rate of pay for this role is $28.88/hr

The above statement reflects the general details considered necessary to describe and evaluate the principal functions of the job identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.

What You’ll Need:

• High School Diploma or GED with up to 2 years of job-related experience.
• Ability to follow basic work routines and standards in the application of work.
• Communication skills to exchange straightforward information.
• Working knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
• Strong organizational skills with an inquisitive mindset.
• Basic math skills. Ability to calculate simple figures such as percentages, discounts, and markups.

This is a unionized role with the BCGEU governed by a Collective Bargaining Agreement. The rate of pay for this role is $28.88/hr