Project Administrator

About the Opportunity
Our Surrey office is looking to add an enthusiastic full-time Project Administrator to complement our Branch and provide support to our team of professionals. Are you a self-starter who is motivated by providing top-notch service and support? Do you enjoy changing from task to task throughout your day? Can you remain calm in the face of changing priorities while keeping a welcoming and upbeat tone?

If organization is your mainstay, you are energized working with lots of different people and you enjoy working in Excel, lets connect!

You will play a key part in supporting our Urban Systems community. You will put your skills to work providing exemplary administrative services to our business through:

Project Initiation and Support –  Project openings, accounts receivable & tracking, client communications, drafting invoices, project coordination & notes, budget tracking, and other duties as required.

Project and Contract Administrative Support –  Assist the Project Leaders throughout all project phases from initiation to completion. Providing support, including pulling reports, drafting documents, issuing standard letters, obtaining signatures, communicating with project partners, organizing records and documentation for project leaders’ review, coordinating formal document preparation, and other administrative details as needed.

Branch Accounting Processes –  Provide monthly account receivable statements, accounts payable invoicing, accounts receivable tracking, and communication with clients regarding invoicing concerns and recoveries. Work collaboratively to support our business’s continued growth and evolution. Provide additional support to our office administration team as needed.

Support to our Office Administration –  Additional duties as needed.

About You
Our ideal candidate brings 3–5 years of related experience in a professional office environment and is a proactive, energetic self-starter who takes pride in delivering exceptional service to both colleagues and Urban Systems clients. Post-secondary education in a related field, such as office administration, is considered an asset.

The core skills that will help you succeed here include:

People person -  Working with people gets you energized, and you enjoy building relationships and rapport with different types of people. It’s natural for you to build an understanding of what people need and how you can help them.

Service mindset  - You like being in service and supporting the needs of others efficiently and effectively makes you happy.

Numbers are your thing  - You have basic knowledge and aptitude for financial administration and accounting principles and are able to comfortably and confidently communicate and track budgets and costs associated with projects.

Positive outlook and highly developed interpersonal skills  – You have the ability to quickly develop a rapport with others, both internal and external clients.

Microsoft Office  – You are technically proficient and experienced with all Microsoft Office programs, with an emphasis on Excel.

You are an excellent communicator  – You have strong communication, both verbal and written, and can convey information to a wide array of audiences.

Collaborative  – You genuinely enjoy working cooperatively and effectively to reach a common goal.

Growth Mindset – You see your progress as incremental, and you want to learn and grow over time. You take the initiative and enjoy taking ownership of your work.

Adaptable and flexible  – You maintain accuracy, a positive attitude, and an open mind in the event of changes in business needs, conditions, or work responsibilities while staying mindful of all aspects involved regardless of magnitude, while maintaining attention to detail.

About Us
Urban Systems is a Canadian employee-owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day,…