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Project Administrator (Contract) - Information Technology Consulting


Excellence Leaves a Lasting Impression - Bring Your Vision to shape a better world.
At Arup, our innovative spirit compels us to express our ingenuity in unique ways —developing many of the world’s most innovative and sustainable buildings, transport and civil engineering projects. Arup is a global engineering and consulting firm of 12,000 creative minds. Our integrated approach to engineering and design brings together the best professionals to meet our clients’ needs.

Arup’s business in Canada is flourishing and is growing rapidly. We are delivering complex and exciting projects and poised to win and deliver more across a range of business areas in Quebec, Ontario and Alberta.
The Toronto Office is looking for a Project Administrator to work in their Digital Consulting team, the position is on a 6 month contract basis to full-time. 
We are seeking candidates with 3-5 years’ experience in document control and a desire to think critically to improve process as we evolve our services.  The successful candidate will be a self-starter and will be able to work in a high-stress atmosphere with multiple deadlines.
The responsibilities include but are not limited to:
  • 50% Document Control, Tracking, and Reporting – working with our system integration specialists to help administer formal Interface Management procedures for large Light Rapid Transit rail projects; managing the system interface registers, coordinating design teams for interface information, collecting and disseminating technical information to design teams and tracking progress of interfaces in custom tools, conducts thorough review of outgoing documents to check against formatting standards, sign-offs, spelling and grammar checks; data entry into specialized system interface software (will be taught), MS Excel, Creates and Checklists in MS Word as required for Project Management Team.
  • 15% Filing – electronic filing on Mail Manager, ProjectWise and Aconex software systems: all incoming and outgoing email and formal correspondence, all incoming and outgoing documents; distribution of all materials under review to members of the project team.
  • 20% Assisting – Management team with various miscellaneous document control as required; could include contacting team members for information to be compiled into reports; updating spreadsheets; and covering members of the Management Team for vacations/absences.
  • 15% Weekly Meetings – taking minutes, preparing minutes from others notes, after approval distributing to the client or internal as directed. Filing in ProjectWise.
Required Skills:
  • 3-5 years’ experience in project administration & document control
  • Strong communication and writing skills
  • Detail oriented with ability to work with multiple competing deadlines (and remain focused on detailed document control / checking)
  • Ability to work independently and as part of a team with limited supervision
Computer Skills:
  • Advanced Proficiency MS Word, MS Outlook, MS Excel, Adobe Acrobat Professional/Standard
  • Advanced proficiency with electronic file management software
  • Use of Visio would be an advantage
  • Familiar with ProjectWise or Aconex systems would be an advantage
  • Willingness to learn new software and contribute to improving associated processes
Share your passion and experience in a global culture that believes your potential to achieve is endless. This is your opportunity to shine.

Arup is proud to be an equal opportunity employer
Job Number: TOR00008E
Category: Document Control
Toronto, Ontario, Canada

Date Posted: Sept. 30, 2016
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