Project Administrator
Joining Arup
Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world. At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas. You will have the opportunity do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.
As part of Arup’s commitment to reconciliation, this position is reserved for an applicant who is an Indigenous Person in Canada. Applicants must include a cover letter and resume confirming their qualifications based on the description in this posting. Should an application have sufficient merit to proceed to the interview phase of the selection process, applicants must provide a copy of their identification as a member of an Indigenous community in Canada. Only complete applications will be considered for this role.
We are currently seeking an experienced Project Administrator to join our team in the Ottawa office. The Project Administrator is an integral member of the project team structure, supporting Project Directors and Project Managers with project coordination and planning, respecting the confidentiality of sensitive issues. The qualified professional will need to demonstrate their experience in project administration.
This role requires someone who understands the day-to-day needs of a fast-paced and forward-thinking environment and will play a key role in shaping and sustaining the firm culture. During your career at Arup, you will have the chance to work with some of the most highly respected engineers and specialists in the world. You will also get the opportunity to work on exciting and significant projects, delivering quality work that has a positive and lasting influence on the community and the environment.
The opportunity
Set up and maintain projects in accordance with our Administrative and Quality Management Systems.
Set up Project Platforms and Project Data Environments such as SharePoint and ProjectWise.
Ensure Document Control / records management.
Develop, implement, and improve document management procedures and best practices across different projects
Manage document workflows, version control, approvals, and distribution using various platforms or document control system such as ProjectWise, SharePoint, Aconex, Procore, Unifier, etc.).
Ensure documents are formatted, coded, and filed in accordance with established protocols and standards
Maintain registers for incoming/outgoing documents, transmittals, and correspondence.
Ensure appropriate Information Management
Support implementation of the project’s Information Management Plan or Document Management Plan.
Ensure consistent use of metadata, naming conventions, folder structures, and filing systems.
Facilitate access to project information for internal and external shareholders.
Monitor compliance with information governance policies and procedures.
Generate reports on document status, overdue reviews, data quality metrics.
Maintain audit trails and support traceability of key decision information and communications.
Liaise with project managers, technical teams, consultants, and clients to coordinate document submissions and reviews.
Provide training and guidance to project staff and group members on document control system processes.
Support audits and quality assurance checks as required.
Support in progressing leads via Client Relationship Management (CRM) data management system.
Prepare and maintain consistency in project documentation including content editing and proofreading.
Prepare invoices and support the Project Management in resource planning, monitoring and reporting.
Coordinate meetings and project calendars, inclusive of taking minutes, identifying actions and following up on completion.
Is this role right for you?
Minimum of 5 years of project administration experience in a deadline driven environment, preference to candidates with a background in the engineering /architecture/construction industry.
Strong proficiency in Microsoft Word, Outlook, Excel, PowerPoint and Adobe Acrobat is required (candidates may be tested to determine skill level for these programs).
Fluent in French with strong grammar, spelling, punctuation, composition, drafting and proofreading skills. Bilingual in English and French is preferred.
Must handle confidential assignments that require tact and diplomacy.
Proactive, self-motivated individual with excellent communication and interpersonal skills.
Strong problem-solving, strategic and creative thinking, and decision-making ability, superior attention to detail and organizational skills.
Ability to work independently, or as a team member, while maintaining focus and productivity.
Applicants must be highly organized, with excellent time management skills to balance competing priorities.
The willingness and ability to work in a deadline-driven, project-based environment, and be available to work paid overtime as needed, and authorized, to meet project deadlines.
Business Administration and PMP qualifications are desirable but not essential.
Please note that all applicants must apply directly via the job portal. If this role is not quite what you are looking for, but you are interested in other opportunities for a future with purpose, please sign up to our Talent Community is where you will be kept up to date with roles suitable for you to shape a better world.
What we offer you
Benefits that Work - At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families. These are 100% paid for by Arup except for optional life insurance. These benefits provide health and welfare security for you as well as paid time off for rest and renewal. Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm. As a valued employee of Arup, you can also choose to participate in our GRRSP 5% company match to help you save for your future.
Flexible Working - We believe that flexible arrangements create a more inclusive way of working that supports diversity and the wellbeing of our people. Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available.
Hiring Range: The good faith base salary hiring range for this job performed in Ottawa is $75,000 to $80,000 / per year. Benefits are not included in the base salary range. A summary of benefits are included in this posting with details provided to applicants at the time of interview. Please note hiring ranges for candidates performing work outside of Ottawa will differ.
Arup is an equal opportunity employer. We are also firmly committed to reconciliation and, to that end, have reserved this role for Indigenous applicants.
Arup is committed to improving accessibility for individuals with disabilities and to ensuring that all of our employees have the support and tools they need to succeed. We have developed policies relating to human rights, accessibility and accommodation, and provide all our employees with training on these matters either during orientation and/or on an ongoing basis.
If you are contacted by Arup regarding a job opportunity and you feel you need accommodation during the application process or have a question about our human rights and accessibility accommodation policies, please speak to Human Resources or send an email to americasbenefits@arup.com or call 646-802-3577 to let us know the nature of your request.
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