Bechtel Infrastructure, along with key sub-vendors Bantrel and Comtech, has been appointed as the Delivery Partner (DP) within an Integrated Project Team (IPT) comprising the customer, Metrolinx, and its Technical Authority (TA) for the Ontario Line Subway (OLS) Project. The OLS Project scope includes the design build, operation, and maintenance of all infrastructure and rail systems associated with 15 stations and over 15km of new alignment, being delivered through major Public Private Partnership (P3) contracts and multiple Early and Advanced Works (EAW) contracts. The OLS Project is planned to open for revenue service in 2031. DP forms a key part of the overall leadership of the OLS Project.

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In this full-time permanent role, you will be a champion of diversity & inclusion.

The Project Admin (Field Services) will report directly to the Field Services Director providing a wide variety of support services as well as coordinate with all departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy and knowledge of protocol.

Job Responsibilities:

• Completes business independently as appropriate. Ensures coverage in absence.
• Coordinates meetings, arranging facilities, equipment, and catering. Prepare and distribute notices, agendas, information packets, and minutes.
• Composes and distributes complex correspondence using Microsoft standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of manager. Often researches information and compiles summary reports. Reviews accuracy and format of outgoing documents which require manager approval.
• May perform some basic document management such as entry of letters.
• Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager. Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format.
• Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.
• Independently maintains a hard copy or electronic calendar for responsible manager(s).
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• Carries out quality checks of internally developed plans & procedures and develops and maintains associated graphics.
• Maintains the master plans and procedures index list, and tracks associated awareness sessions and reading assignments.
• May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel.
• Performs other duties as assigned.
• Perform proxy services as requested

• Minimum of 5 years office coordinator experience. 
• Intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. 
• Excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax.
• Must be able to always provide clear communication to other personnel in a professional manner.
• Must be able to perform multiple tasks while meeting deadlines.
• Must be willing and able to work overtime with little or no notice. 

Please note there is a mandatory COVID-19 vaccination policy in place. Prospective employees will not be asked to disclose their vaccination status and only successful candidates will be asked to provide proof of vaccination and/or to seek accommodation pursuant to the mandatory COVID-19 vaccination policy prior to starting work.

We thank all candidates for their interest; however, only those candidates selected for further review will be contacted. All other resumes will be retained for future consideration.