Project Assistant

About the role

We are seeking a proactive Project Assistant to support project managers and engineering teams with administrative coordination. This position is ideal for someone who is highly organized, detail-focused, and comfortable keeping multiple workstreams moving in a fast-paced environment.

The role is based in the Greater Vancouver Metropolitan Area and is intended for someone who can contribute to smooth project execution through strong coordination, documentation, and communication support.

Key responsibilities

• Support project administration by maintaining tracking tools, updating record copies, and keeping engineering project documents and revisions organized.
• Prepare monthly status updates and progress reports that summarize project developments clearly and accurately.
• Manage project records, including filing systems, contact lists, project rosters, execution plans, and other key documentation.
• Participate in team meetings, capture precise minutes, and gather background information to help answer project-related questions.
• Maintain calendars, book conference rooms, and coordinate client interviews, presentations, and vendor meetings, including room setup and cleanup as needed.
• Arrange travel and other logistical support for project-related activities.
• Draft memos, correspondence, and reports, and manage phone calls in a professional manner.
• Assist with the collection and distribution of client bills and invoices.

Requirements and qualifications

• A high school diploma or GED is required.
• Previous experience in an office, clerical, or administrative role is strongly preferred, particularly in support of multiple managers or project teams.
• Advanced ability with Microsoft Office tools, including Word, Excel, Access, and PowerPoint, is required.
• Strong organizational skills with the ability to manage time effectively.
• High attention to detail and a commitment to accuracy.
• Ability to handle several tasks and deadlines at the same time.
• Good written and spoken communication skills.
• Customer-focused mindset and the ability to work well both independently and with others.

Additional information

This position requires someone who can keep pace with changing priorities while maintaining professionalism, structure, and follow-through across project and team needs.