Project Administrator - Environmental Engineering

The Role:

Egis’ Environmental Division has been recognized over the past 30+ years as providing high-level deliverables and advice to a variety of clients, throughout Ontario and the rest of Canada. With projects ranging from Environmental planning and Engineering, Biological/Ecological services, Phase I/One and II/Two ESAs, remediations, and hydrogeological assessments to complex landfill studies, heli-access drilling, and mining support for emerging sectors, we have found that empowering our staff, even at the most junior levels, has allowed for significant growth in the environmental market.

Egis’ Environmental Division prides itself on having a people-first culture that emphasizes innovation, respect, fairness, and a commitment to quality. This is demonstrated through the mentorship we provide, our focus on managing projects instead of employee time, and other aspects of our leadership approach.

This is a full-time position and is an opportunity to build your career within a supportive and ambitious environment.

The ideal candidate will have the following background, skills and attributes:

• Post-secondary education in office administration;
• 3-5 years related work experience preferred;
• Previous work experience in preparation of professional documents or proposals;
• Previous work experience within engineering industry is considered an asset;
• Previous work experience in finance and accounting would be considered an asset;
• Previous experience or knowledge of Deltek would be considered an asset;
• Excellent organizational and time management skills to respond to changing priorities and handling multiple tasks to support a large number of technical staff and managers;
• Strong customer service orientation;
• Ability to carry out detail-oriented tasks accurately and independently;
• Highly proficient on computer software applications including Microsoft Word, Excel and Outlook;
• Excellent verbal and written communication skills; and
• Willingness to work in a team environment, assisting team members and contributing to the overall objectives of the team.

Key Responsibilities:

• Assistance with the creation of professional documents;
• Monitoring project financials and regularly following up with Project Managers on the status of any pending scope changes, change orders, new projects, project closures, etc.;
• Accounting assistance including Accounts Receivable and Invoicing (processing and distribution of invoices for Environmental projects, communicating any project/client issues to Project Managers, following up on outstanding invoices as required);
• Maintaining opportunity database, tracking opportunities and long leads with project managers, following up and updating as required;
• Generating reports on a bi-weekly or monthly basis and distributing to Project Management staff;
• Preparing agendas and attending management and project-related meetings;
• Setting up projects as per company standards, proper filing of contracts, proposals, purchase orders, scope changes, agreements, etc.;
• Assisting project managers with the preparation of letter proposals, scope changes and associated agreements, including transferring into the correct templates when required;
• Assisting the proposal team with larger competitive pursuits including gathering the required information, coordination with various groups/disciplines, compiling and preparing the final submission package for delivery within strict deadlines;
• Monitoring and maintaining file compliance to Egis standards; and
• Communication and sharing of information with other divisional departments including other offices and regions, as required.