02/07/2024
an Administrative Assistant
WSP is currently seeking an Administrative Assistant to join our Winnipeg Office. Reporting to Team Lead, you will be responsible for the efficient and effective delivery of administrative support services to the Winnipeg Office and other offices as required. We are looking for a highly organized individual who is a self-starter that can work well in a team environment, as well as on their own. The successful candidate will have the ability to handle challenging situations calmly and professionally, while supporting a large team of people working on multiple, sometimes competing deadlines in a professional setting.
In this position, you will be required to interact closely with Managers, Project Managers and Engineers, project staff, and other administrative assistants to ensure tight deadlines are met.
The administrative duties include word processing, documentation, reports, data entry, photocopying, distribution, filing, preparation of courier packages, office and safety supply orders, assisting in office checks with the office safety coordinator, packaging drawings for clients, assisting with social functions, submitting incoming invoices to accounts payable and processing cheques for accounts receivables and proposal coordination.
Why WSP?
• We value and are committed to upholding a culture of Inclusion and Belonging
• Our Flexible Work Policy – we recognize the importance of balance in our lives and encourage you to prioritize the balance in yours. We will support you on and off the job so you can be fully present in both your work and home lives.
• A Canadian success story - we're proud to wear the red and white of this beautiful country and show the world what Canada has to offer.
• Enhance the world around you - from the environment to the highways, to the buildings and the terrain, WSP is the fabric of Canada.
• Outstanding career opportunities - we're growing and pushing ourselves every day to be greater than yesterday - we're open to your ideas and trying new things.
• A phenomenal collaborative culture and a workforce filled with genuinely good people who are doing humbly important work. Come find out for yourself what it's like to be a part of our journey.
We offer attractive pay, flexible work options, a great corporate culture, comprehensive and employee-focused benefits including virtual healthcare and a wellness platform as well as great savings programs, and a clear vision for the future.
A day in the life:
• Creation of proposal records and converting proposals to projects. Creating and updating SharePoint sites.
• Prepare contract documents (CCDC 2, CCDC 4, CCDC 18, Engineering Agreements, etc.), email contractor asking for bonds, insurance, etc as required for the contract. Ensure all required documentation has been received from the contractor and that all documentation is correct;
• Maintain electronic filing system;
• Supply inventory management;
• Other duties as assigned/required.
• Develop, produce and distribute reports, studies, proposals, and general correspondence;
• Collaborate with the team to coordinate proposals and prepare proposal submissions;
• Coordinate the proposal response from initial enquiry to final submission, setting timelines and deliverables and ensuring milestones are met;
• Typing, formatting, photocopying, and emailing documents;
• Coordinate outgoing and incoming courier shipments; reconcile courier invoices with delivery slips;
• Safety coordination, attend meeting and take minutes;
• Travel and event coordination;
• Maintain meeting minutes and distribute accordingly;
• Provide backup support to other administrators, if required;
What you'll bring to WSP ...
• High School degree with minimum 3 years relevant experience as an Administration Assistant preferably within an Engineering/Architectural or other professional services office;
• Excellent organizational and time management skills to respond to changing priorities and handle multiple tasks;
• Ability to multitask, prioritize and effectively meet deadlines;
• Consistently deliver high-caliber, accurate work with a high degree of attention to detail, in a fast-paced environment;
• Excellent Communication skills – written and verbal, including teamwork and interpersonal abilities; and
• Ability to work independently as well as in a team environment;
• Advanced proficiency in Microsoft office and Outlook management skills including Microsoft Word, Excel, Outlook, PowerPoint InDesign and Teams;
• Experience with Oracle, Microsoft SharePoint, Bluebeam, Adobe InDesign, Adobe Acrobat is an asset
To apply, please visit
Why WSP? A Canadian success story - we're proud to wear the red and white of this beautiful country and show the world what Canada has to offer.
