Administrative Assistant

A career in transportation is more than bridges, roads, and rail. As we plan, design, and manage projects that move people and goods from Point A to Point B, we create connections that transform our communities. Every airport, road, bridge, port, or transit project is an opportunity to make communities safer, cleaner, and more resilient. Together, we’re making an impact around the world.

If you’re looking for a career that moves, join our team of professionals who are passionate about the future of transportation.

We create the connections that get people and goods moving—whether by car, bus, train, plane, or their own two feet. Working within the context of the communities we serve, we provide planning, engineering, and infrastructure management services that fit the needs of our clients and improve the overall transportation experience. Join our team and help us keep communities connected.

We are seeking a highly organized and proactive Administrative Assistant to support business development, project setup, and delivery activities across our Transportation Business Centre (BC) in Ontario. This role is a key connector between Business Centre leadership, Project Managers, Project Accounting, and Corporate support teams, ensuring opportunities and projects are set up efficiently, accurately, and in accordance with corporate policies and procedures.

The successful candidate plays a critical role in enabling our teams to focus on technical delivery by managing administrative, financial, and systems-based processes from opportunity award through project closeout.

• Support the coordination of municipal and/or Ministry of Transportation (MTO) proposal submissions, including document preparation, formatting, compliance reviews, and submission coordination.
• Coordinate proposal documentation, resumes, project profiles, and other supporting materials.
• Update and maintain opportunity information in the pipeline and other internal systems.
• Prepare Project Setup Forms (PSFs) and coordinate approvals with Project Managers and Business Centre leadership.
• Coordinate Internal Work Orders (IWOs) in accordance with Signing Authority Policy.
• Liaise with Project Accounting to support timely and accurate project setup.

• Create and maintain project folders and records in accordance with Global Data Management (GDM) practices.
• Support Project Managers with project plan documentation, independent reviews, and required records.
• Ensure required documentation is complete, approved, and properly filed.

• Provide ongoing administrative and coordination support to Business Centre leadership and project teams.
• Assist with reporting, tracking, and general BC administration activities.
• Support continuous improvement of BC administrative processes and tools.
• Liaise with staff members and assist with project administration including reports, proposals, correspondence schedules, minutes, spreadsheets, letters, presentations, database lists, specifications, contracts, etc.
• Process expense reports and administer timecards, as required
• Coordinate travel arrangements.
• Manage electronic calendars, including scheduling meetings and coordinating boardroom bookings.

You are an effective “team player” who has an ability to work with little or no supervision, multi-task and have the ability to work effectively in an environment with competing priorities and confidential/sensitive issues. As a self-motivated individual, you excel at working independently and also enjoy a team environment. Additional qualification details include:

• Minimum 3–5 years of experience in a professional services, consulting, or engineering environment.
• Experience supporting proposal coordination or business development activities is considered a strong asset, particularly experience with municipal and/or Ministry of Transportation (MTO) proposals.
• Strong understanding of project setup, financial controls, and administrative workflows.
• Proficiency with MS Office (Excel, Word, Outlook, Teams, PowerPoint).
• Excellent organizational skills…