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Project Administrator

RDH Science Services

Toronto, Ontario, Canada Remote

Full time

Sep 14

he Project Assistant is a multifaceted role that contributes to the efficient day-to-day operations of RDH by carrying out general office duties, providing support to staff, liaising with Corporate Office, managing the proposal process, and assisting with specialized projects. Providing frontline response to staff requests and queries to ensure that staff have adequate support to work efficiently is a major component of the role. This role is ideal for a person who enjoys challenges and variety and is always ready to “roll up their sleeves”.

We are looking for someone who is approachable, and detail oriented with an ability to prioritize and self-direct a daily workload including juggling simultaneous priorities while maintaining the ability to consistently meet deadlines and complete projects.

Hybrid work schedule available with standard days in office.

KEY RESPONSIBILITIES:

Proposal Support & Project Coordination (approximately 75% of time):

  • Lead the management, production, administration, coordination, and development of proposal materials in both print and electronic formats serving as quality control for the proposal cycle. Primary functions:
  • Understand the project requirements from reading RFP documents
  • Establish project priorities, assign written components as needed
  • Create first proposal draft including an understanding of the project background
  • Prepare proposal support material for project manager review
  • Monitor addenda and adapt priorities as necessary
  • Proof, package and send finished document to clients ensuring RFP requirements have been met
  • Assist with daily project needs as assigned by the Project Managers and technical staff
  • Develop and maintain systems to organize proposal material and support efficiency of proposal development
  • Search for new proposal opportunities as appropriate for the Ontario teams

General Office Support / Administration

  • Answer phone and direct calls to staff, voicemail, or cell phones
  • Handle and document incoming and outgoing deliveries, mail distribution, and supply deliveries
  • Purchase office supplies and field equipment items as necessary
  • Assist with liaison for building services and management, maintenance, office contracts, and IT needs

Human Resources and Health & Safety Support

  • Organize and assist with onboarding and offboarding process per internal protocols
  • Administer cell phone and transit programs
  • Review employee expense reports; ensure that the receipts are attached, totals are correct, project numbers are complete and accurate
  • Coordinate Health and Safety training and documentation
  • Attend and document Ontario Health and Safety Committee meetings, coordinate action items as required

Event Coordination

  • Coordinate, implement, and promote periodic client events, as directed by Regional Director or designate
  • Collaborate with social committee to plan and organize regional office social events

QUALIFICATIONS:

  • 3-5 years of previous experience in a similar operations or office administration role
  • Proven experience in developing and maintaining administrative processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives.
  • Experience preparing responses to RFP/RFIs
  • Excellent demonstrated experience with Microsoft Suite
  • Strong written and verbal communication skills in the English language are required

SKILLS AND COMPETENCIES:

  • Goal oriented self-starter who can work independently and reliably with minimal supervision and has an appetite for continuous learning; comfortable working under pressure in a fast-paced environment
  • A friendly, approachable, “can-do” attitude and client focused approach that will enable you to deal with challenging situations with integrity, empathy and sincerity
  • Collaborative and demonstrates initiative, strong interpersonal skills and the ability to learn quickly
  • Resourceful, flexible and comfortable working in a dynamic environment with evolving responsibilities and processes
  • Exceptional time-management and organizational & prioritizing skills with great attention to detail
  • Strong work ethic with a willingness to multi-task and be flexible to take on varied responsibilities
  • Ability to exercise tact and discretion and can be entrusted with confidential information
  • Good judgment to proactively and independently solve problems and make decisions

ABOUT US:

RDH is an amazing place to work. A role with RDH is a career commitment to learn and grow alongside inspiring and dedicated people who care deeply about making buildings better.

We are an employee-owned consulting firm with 300 employees in nine offices across North America. Our core area of business is the integration of building science engineering, architecture, and construction management to optimize the performance of the building enclosure (walls, windows and roofs). Since our beginnings in 1997, we have become industry leaders in North America and continue to grow as we focus on technical excellence and delivering high-quality projects.

We offer a positive workplace with incredible teams, opportunities for professional growth, development and ownership. As well as your background, we seek alignment with RDH’s core values: 1) commit to excellence, 2) act with integrity, 3) work as a team 4) do what it takes, and 5) always learn.

Our collaborative teams fuel our mission of Making Buildings Better. We seek diversity in our teams and embrace inclusivity. We are committed to equity through building teams based on qualifications, merit, and business needs. We are proud to be an equal opportunity employer and do not discriminate in our employment practices.

Additional information on our expertise, projects, and culture can be found at www.rdh.com.

HOW TO APPLY:

Please submit your resume and cover letter in one PDF to hr@rdh.com with the job title and location in the subject line.

No phone calls please. While we appreciate all responses, only candidates under consideration will be contacted. Please note that only those already entitled to work in Canada legally and permanently need apply.


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RDH Science Services

Making Buildings Better

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