Project Information Specialist

at  AECOM

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Job Description
AECOM is seeking a skill-diverse and talented Project Information Specialist for immediate employment in the Winnipeg, Manitoba office to join our Transportation Business Line staff contingent based out of this office. The appropriately qualified candidate will support Transportation Department Staff in the delivery of engineering design-based projects as well as support our inspection/contract administration Team on the execution of oversight services for construction projects.

The responsibilities of this position providing administrative support to Project Managers, Engineers, and Designers in the Winnipeg Transportation Department, including, but not limited to, the following:

• Word processing/preparation of documents including engineering specifications, shop drawings, technical reports, PowerPoint presentations, contracts, proposals, and letters as required.
• Providing project management assistance to Project Managers, including but not limited to the review, approval, and coding of Subconsultant/Subcontractor invoices, reviews of projects, and supporting documentation for invoicing, set-up, and tracking of proposals and projects in AECOM’s project management system.
• File management, both hard copy and electronic, on both servers and through ‘cloud-based’ programs such as SharePoint and ProjectWise.
• Manage the set-up and maintenance of document control/records management for multiple projects and Project Managers using software including Sharepoint and Aconex.
• Coordinating of Department-level and project meetings, taking minutes, and preparing slide decks for meetings.
• Assisting in the onboarding of new staff for the Transportation Department.
• Health and safety coordination for the Winnipeg Transportation contingent of staff.
• Providing office facilities support as required (i.e. front-office reception coverage, organizing office-level supplies, assisting in the resolution of office-level administrative initiatives)
• Leading projects through AECOM’s Quality Management System and ensuring documentation of quality control tasks completed by project teams is compliant with AECOM’s Policies and Procedures.

Qualifications

MINIMUM REQUIREMENTS:

• Diploma/Certificate with 4 years of related administrative experience or equivalency.

PREFERRED QUALIFICATIONS:

• At least 5 years of related administrative experience.
• Degree or Diploma in Administration, Project Management, or related field
• Previous experience in the consulting industry (engineering or architectural) would be an asset
• Excellent communication skills
• Exceptional organizational, time-management, and strong attention to detail skills
• Ability to self-manage assignments from start to finish with minimal oversight
• Ability to handle stressful situations with professionalism and calm composure
• Committed to providing exceptional client service, both internal and external
• Able to interact professionally with all levels of business personnel and build strong working relationships
• Proficiency – Advanced use of Microsoft Office (Outlook, Word, Excel, PowerPoint, etc)
• Working knowledge of computerized project management software
• Ability to work overtime as required

• Word processing/preparation of documents including engineering specifications, shop drawings, technical reports, PowerPoint presentations, contracts, proposals, and letters as required.
• Providing project management assistance to Project Managers, including but not limited to the review, approval, and coding of Subconsultant/Subcontractor invoices, reviews of projects, and supporting documentation for invoicing, set-up, and tracking of proposals and projects in AECOM’s project management system.
• File management, both hard copy and electronic, on both servers and through ‘cloud-based’ programs such as SharePoint and ProjectWise.
• Manage the set-up and maintenance of document control/records management for multiple projects and Project Managers using software including Sharepoint and Aconex.
• Coordinating of Department-level and project meetings, taking minutes, and preparing slide decks for meetings.
• Assisting in the onboarding of new staff for the Transportation Department.
• Health and safety coordination for the Winnipeg Transportation contingent of staff.
• Providing office facilities support as required (i.e. front-office reception coverage, organizing office-level supplies, assisting in the resolution of office-level administrative initiatives)
• Leading projects through AECOM’s Quality Management System and ensuring documentation of quality control tasks completed by project teams is compliant with AECOM’s Policies and Procedures