Document Production Specialist/ Project Administrator

About the Opportunity

Our thriving Winnipeg and Saskatoon offices are looking to add an enthusiastic full-time Document Production Specialist / Project Administrator to our current team of administrative professionals. As this position will be supporting both our Winnipeg and Saskatoon teams, it is possible to work out of either office. We are looking for a self-motivated individual to complement our existing administrative team and provide project support to our team of professionals. Working alongside Project Leaders, our network of communications specialists and other administrative professionals, you will coordinate the preparation of work programs, proposals, reports, and other professional documents. You will also assist with the day-to-day financial and technical administration of projects.

As an interdisciplinary consulting firm, we deliver work for a variety of audiences on a diversity of subjects and issues – all in service of our higher calling of ‘spirit’ in service for vibrant communities. Supporting our Winnipeg and Saskatoon offices, you will primarily work with our planners, engineers, governance, and finance specialists and other professionals in the delivery of services to local governments and Indigenous communities. In this role, you will help to ensure that we are seen as an organization that takes its work seriously from inception to completion, with a professional and creative approach.

More specifically, as a Document Production Specialist / Project Administrator, your role will include the following. The numbers represent approximate percentages of what the role entails:

Work Programs and Proposal Production – Coordinate, format and collect content for proposals, reports, and other project-related documentation. Interpret client procurement documents to identify submission requirements. Review and edit to ensure documents are accurate, consistent, and well-written. Ensure the overall presentation of proposals are consistent with Urban branding and quality. Coordinate with our visual communications specialists. Track, update and maintain proposal support documentation. Working with project teams to meet firm proposal deadlines. This will make up approximately 35% of the role.

Document Production – Edit, format, and produce reports, presentations, communication, promotional, and engagement materials, schedules, and budgets primarily using Adobe InDesign, MS Word, MS PowerPoint and MS Excel. Ability to communicate information visually and graphically in a variety of ways. Coordinate with our visual communications specialists to develop market and region-specific materials for the company. Ability to accommodate short turn-around times. This will make up approximately 40% of the role.

Project Administration – Proactively supports the coordination of projects throughout all phases from initiation to completion. This may include monitoring project status, providing research support, interpretation of funding programs, drafting documents, assisting Project Leaders with the completion of grant and funding applications and paperwork such as basic financial reports and project invoicing. This will make up approximately 15% of the role.

Quality Management – Develop knowledge of the quality system and liaise with team members to ensure that standards are being met in terms of project documentation, peer review, etc. Take responsibility for the quality and consistency (using company guidelines) of outgoing products including proofreading, formatting, and coordinating. This will make up approximately 5% of the role.

Branch Administration Support – Leading several administrative tasks associated with supporting the continued growth and evolution of our business. This will make up approximately 5% of the role.

Due to COVID-19, the opportunity to work remotely and from home does exist. Thinking beyond the COVID-19 pandemic, it is expected that the Document production Specialist / Project Administrator would be available to partake in some activities in-person, such as attending meetings, participating in branch activities, and collaborating on projects. Therefore, the individual would need to reside in either Winnipeg or Saskatoon.