Job Administrative Assistant, Regina

Job Description

The CIMA+ offices in Western Canada are in the middle of a large growth trajectory. This means new, exciting complex projects that you will have the ability to shape and be a part of. We are actively looking for people who want to develop their skillsets, take on new challenges, and advance their careers within the organization.

We are looking for an independent thinker and results oriented project-focused Coordinator to join our Regina team. This position consists of taking a lead role in providing value added services to our project managers and leaders in the office. The role is key to efficiency in the delivery of projects as well as general support for the office. The incumbent will be working under the supervision of the Regina Office Manager.

This role requires a minimum of 30 hours per week in the office, with flexible working hours up to 37.5 hrs per week.

Primary responsibilities 

Project Coordinator (~75%)

• Project Document Control and Financial Reporting assistance to PM’s and leaders
• Proactively updating project status reporting with the PM’s, including estimates to complete, financial tracking, scope change development, project monthly reporting and similar.
• Prepare meeting minutes and various follow-up reports, letters and other documents addressed to clients and business partners. 
• Proactively ensure the format, layout and presentation of reports, proposals and other deliverables meet CIMA+ and industry standards through efficient use of Microsoft Office tools
• Provide project administration support, including compiling project specifications, bid documents, contract documents and drafting packages.
• Ensure follow-up and send reminders regarding the signature of the project administrative documents. 

Operations Coordinator (~25%)

• Proactively support the Office Manager in the administrative operations of the office including office supplies, equipment, scheduling and overall office day to day activities
• Represent the Office Manager with the employees and staff, to ensure an efficient, safe and happy work environment
• Provide Reception services by greeting visiting clients and sending/receiving courier/deliveries. Maintain visitor log. 
• Assist Management in organizing and maintaining the requirements of office Health and Safety policies and procedures. 
• Provide support to Management for the organization of in-house training, meetings and employee/community engagement activities. 
• Manage travel arrangements.