Administrative Assistant

About CIMA+

We welcome individuals who enjoy working with people, possess innovative minds, and thrive on challenges and collaboration. At CIMA+, you will find an environment that encourages your ideas and perspectives, offering numerous opportunities to grow both in the office and in the field. We value our team members deeply, ensuring they feel appreciated and connected—there is even the possibility of becoming a shareholder in the company. Our flexible culture empowers you to manage your workload on your own terms and contribute to projects that resonate with you.

Position Overview

The Western Canada offices of CIMA+ are experiencing significant growth, resulting in exciting, complex projects that you can influence and contribute to. We are seeking an experienced Administrative Assistant focused on project coordination to join our Vancouver team. This role involves delivering general administrative support to the office while assisting project managers and leadership in project delivery. The position reports directly to the BC Regional Manager.

Key Responsibilities

• Welcome clients by providing reception services including greeting visitors and managing courier and delivery operations, along with maintaining a visitor log.
• Support management in organizing and enforcing office Health and Safety policies and procedures.
• Assist with scheduling and coordinating internal training sessions and meetings.
• Take minutes during meetings and prepare related reports, letters, and various documents for clients and business partners.
• Provide administrative assistance on projects, including editing project specifications and drafting communications, while managing document workflow and issuance to clients.
• Help project managers track and issue construction administration documents, ensuring timely reminders are sent as needed.
• Support management in upholding the Professional Practice Management Plan and Quality Assurance and Control programs.
• Coordinate all travel arrangements efficiently.
• Ensure follow-up processes are in place and send reminders for signing project administrative documents.

Qualifications

• A minimum of one year of administrative experience.
• Background in consulting engineering is advantageous.
• Bilingual proficiency in French and English is considered an asset.
• Advanced knowledge of Microsoft Word.
• Competency in Microsoft Outlook, PowerPoint, and Excel.
• Experience with SharePoint and Microsoft Teams platforms.
• Strong teamwork capabilities.
• Excellent organizational skills, autonomy, adaptability, interpersonal skills, courtesy, and ability to complete tasks efficiently and promptly.
• Integrity, collaborative spirit, and a strong commitment to excellence.

Benefits

• Comprehensive group benefits available from the first day of employment for permanent employees working at least 20 hours per week.
• Employee and family assistance programs.
• Retirement Savings Plan (RRSP) with employer contributions up to 4%.
• Opportunity to purchase company shares annually as part of an employee-owned business.
• Flexible work hours with a hybrid working model.
• Work/life balance policies applicable across Canada.

Additional Information

Compensation for this position is commensurate with the candidate's experience, qualifications, and skills, while maintaining fairness within the organization. Salary levels may vary based on individual profiles.

CIMA+ ensures that all hiring decisions are made through human review, using applicant tracking systems for administrative purposes only without impacting candidate selection.

We value ethics and integrity and promote equal opportunity employment regardless of race, ethnicity, gender, age, disability, or other identities. We strongly encourage applications from women, Indigenous people, individuals with disabilities, and visible minorities. Accommodations are available upon request throughout the hiring process.