Description:
Our Vancouver office is looking to add an enthusiastic Project Coordinator to provide support to our team of professionals. As an interdisciplinary consulting firm, we deliver work for a wide range of audiences on diverse subjects and issues – all in service of our higher calling of 'spirit' in service for vibrant communities. In this role, you will help to ensure that we are seen as an organization that takes its work seriously from inception to completion, with a professional and creative approach.
Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to…
- Project Administration Support – Supporting Project Leaders with the coordination of projects throughout all phases from initiation to completion. This includes tracking project schedules, drafting documents, project correspondence, record organization, and coordinating other administrative details.
- Financial Administration – Tracking budgets and providing regular updates to Project Managers. Coordinating sub-consultant billings and assisting with client billings, including the preparation of draft invoices and collaborating with the accounting department. Utilizing various reporting tools and creating financial reports as required by individual Project Leaders. Supporting invoice coding, tracking, and supporting follow-up on delinquent accounts.
- Correspondence and Document Production – Drafting project correspondence with minimal instruction and using a variety of software to create correspondence, reports, proposals, presentations, schedules, and budgets. Developing knowledge of the quality system and collaborating with team members to ensure that protocols and standards are met regarding project administration/management, documentation, peer review, etc.
- Quality Management – Developing knowledge of the quality system and collaborating closely with team members to ensure that protocols and standards are met.
- Branch Support – Working collaboratively to support our business's continued growth and evolution.
About You
Our ideal candidate has 2 to 5 years of related experience in administration, or project assistance. We are looking for a self-motivated and committed individual who is excited to provide outstanding service to our internal team and Urban Systems' clients. The core skills that will help you succeed here include:
- Thrive in a fast-paced environment – You excel in a dynamic environment and prioritize key actions, handling a demanding workload and competing deadlines.
- Aptitude for numbers – Numbers don't scare you, and you have basic knowledge and aptitude for financial administration and accounting principles and are able to comfortably and confidently communicate and track budgets and costs associated with projects.
- Service mindset and highly developed interpersonal skills – You enjoy meeting the needs of both the team and clients by responding to requests efficiently and effectively whilst developing a strong rapport with them.
- Take ownership and initiative – You take personal responsibility for the quality and timeliness of work and achieve results, anticipate the impacts of the actions and the needs of others.
- Strong attention to detail and critical thinking skills – You complete tasks while staying mindful of all aspects involved regardless of magnitude, reviewing workload and processes while maintaining your attention to detail.
- Technically proficient and experienced with Microsoft Suite – You have a strong knowledge of Word, PowerPoint, and Excel. You are confident with formatting documents, and writing and compiling proposals, memos, letters, and meeting minutes.