Key Responsibilities:

• Perform general office administration tasks and manage project documentation generated during owner surveillance and construction oversight efforts.
• Update and maintain project records, including:
  • Action lists, performance reports, risk management plans, testing plans and reports, baseline schedules, meeting minutes, contractor progress reports, NCRs, RFIs, and cost/schedule variance reports.
  • File and organize documents in ATOM and Vault systems, including technical documentation and drawings.
• Act as a liaison between the Project Control Manager and team, ensuring effective communication and timely distribution of information.
• Draft and coordinate reports such as Weekly Status Reports, Variance Reports, and Risk Management Plans.
• Maintain organized filing systems (both electronic and physical), public folders, shared areas, and mailing lists.
• Manage scheduling, calendars, travel arrangements, and meeting coordination, including teleconferences and videoconferences.
• Support financial tracking, budget analyses, and procurement using Oracle.
• Record and distribute meeting minutes promptly and follow up on action items.
• Organize, edit, and format technical reports and presentations for consistency and accuracy, ensuring timely delivery to stakeholders.
• Monitor and improve project workflows, ensuring adherence to established processes and policies.
• Handle sensitive and confidential information, including staffing issues, recruitment efforts, and employee records.
• Undertake special assignments such as organizing meetings, workshops, and other project-related events.

Qualifications:

Education:

• Secondary school diploma required. Post-secondary training preferred.

Experience:

• 4–7 years of related administrative experience, ideally as a branch or divisional administrative assistant.
• Document control experience is a strong asset.

Skills and Abilities:

• Exceptional interpersonal, written, and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize and meet deadlines under pressure.
• Advanced proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel).
• High attention to detail, particularly in editing and formatting documents.
• Initiative, discretion, and professionalism when handling sensitive information.
• Dependable, adaptable, and able to work independently or collaboratively.

Job/Industry-Specific Knowledge:

• Familiarity with business systems such as Oracle, TRAK/ATOM, and Action Tracking is preferred.
• Knowledge of CNL procedures, document templates, and forms.
• Understanding of best practices in administration and project workflows.