Project Administrative Assistant - Infrastructure

Company Description

Welcome to a place where people are at the heart of everything we do.  

Welcome to people with an inspiring vision and who seek stimulating challenges. At CIMA+, you’ll find a place where you’ll have many opportunities to learn and develop while working on engaging projects.  

We are a firm 100% owned by its employees and we value a collaborative and entrepreneurial mindset. You will have the flexibility to manage your work on your own terms and define what work-life balance means to you.  

When you join CIMA+, we welcome you to a place that you can call home.

Job Description

CIMA+’s Infrastructure team combines top-notch skills with an intimate understanding of the local community to deliver customized infrastructure services for municipalities and real-estate developers. We have delivered hundreds of projects across Canada, including innovative solutions for the full spectrum of water and wastewater assets, on time and on budget.  We support clients from start to finish, whether for building brand new or assessing, repairing, and expanding on existing infrastructure. Join us and immerse yourself in a dynamic, innovative, and collaborative environment where you’ll make a real impact. Together, we’ll push boundaries and go above what’s expected of us to meet the challenges of tomorrow and engineer a better world!

We are currently looking for an organized and detail-oriented Project Administrative Assistant to support various Project Managers (PMs) and Contract Administrators (CAs) in managing project-related administrative tasks. As a Project Administrative Assistant, you will assist with a variety of tasks, including document formatting, client invoicing, compliance checks, project archiving, and proposal preparation, ensuring smooth project execution and high-quality documentation.

This position will be based in our Mississauga office.

Job Responsibilities:

• Assist PMs with monthly client invoices by logging, filing, checking rates, and preparing any supporting attachments for PM input.
• Review and format reports and technical memos, ensuring grammar and spelling accuracy and verifying the use of correct templates.
• Format contract documents, including tender submittals for client review, IFT (Issued for Tender), RFQ (Request for Quotation), and IFC (Issued for Construction) specifications.
• Ensure that documents adhere to AODA (Accessibility for Ontarians with Disabilities Act) compliance standards.
• Assist in opening, closing, and archiving projects, including document control and obtaining COI (Certificate of Insurance) and WSIB (Workplace Safety and Insurance Board) certificates.
• Provide occasional support with proposal preparation, ensuring proper formatting and content organization.
• Assist in the review and formatting of sole-source work plan proposals and Time, Task, and Matrix/Matrices (TTM) documents for submission to potential clients.
• Support Contract Administrators by assisting with the organization and management of construction documentation, including shop drawings, RFIs (Requests for Information), progress payment certificates, etc.
• Communicate effectively with clients, subconsultants, and vendors regarding Purchase Orders, qualification documents, and invoices for project-related work.
• Assist project managers by inputting project information into Microsoft Dynamic 365 ERP and CRM applications to ensure accurate project tracking and documentation.

Qualifications

• A diploma or degree in Business Administration, Project Management, or a related field is preferred.
• At least 2 years of experience in administrative support, project coordination, or a related role. Experience in the construction, engineering, or project management industry is an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with Microsoft Dynamic 365 ERP and CRM applications is a plus.
• Strong focus on accuracy and quality control in document preparation and formatting.
• Excellent written and verbal communication skills for interacting with clients, team members, and vendors.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

At CIMA+, we value diversity of talent and perspective. You think you can add value, but don't meet all the job requirements? We invite you to apply, because everyone has something unique to offer. The outstanding talents that choose to join us at CIMA+ soon realize that we go all out to encourage them to grow. We look forward to hearing how you can contribute to our success. 

Why choose CIMA+? Because we offer you:

• Comprehensive Group Benefits available from day one for all permanent employees working at least 20 hours per week
• Employee and Family Assistance Program
• Retirement Savings Plan (RRSP) with up to 4% employer contribution
• As an employee-owned company, an annual opportunity to purchase shares for all employees
• Flexible work schedule in a hybrid work mode
• Work/Life balance policy across Canada
• 3-5 weeks of vacation, based on years of relevant experience
• Tailored training to improve your existing skills

Additional Information

Ethics and integrity are fundamental values at CIMA+. That is why we are committed to ensuring equal access to resources and opportunities for candidates, regardless of their identity (race, ethnicity, colour, religion, gender, age, disability, sexual orientation, gender identity or expression, socio-economic status or background, etc.).​

In keeping with the principles of employment equity, we encourage all applications, including, but not limited to, those from women, Indigenous people, people with disabilities and visible minorities. We also encourage candidates to complete the self-identification form when applying for employment.​

Accommodations are available on request. Your Business Partner will process your request.

Find out about The CIMA+ advantage - CIMA+.