Equinox Engineering Ltd. is a Calgary based EPCM firm specializing in facilities design, engineering, and project execution for natural gas, conventional oil, heavy oil, and pipeline projects. We support major oil & gas producers across Canada and internationally.

Summary

Equinox is seeking a Project Support Administrator to provide high quality administrative, documentation, and coordination support to Project Managers, Project Engineers, and Account Managers. This role plays a key part in ensuring project teams remain organized, aligned, and equipped with accurate information to support successful project delivery. The ideal candidate will have EPCM or construction industry experience, strong Excel skills, and a background supporting proposals and project administration.

Key Responsibilities:

Project Administration & Coordination

• Provide day to day support to Project Managers and Project Engineers, including word processing, formatting, updating spreadsheets, and preparing project documentation.
• Maintain and update internal project filing systems and ensure accurate tracking and version control of all documentation.
• Take meeting minutes for internal and external meetings, capturing action items, decisions, deadlines, and follow ups.
• Update Project Manager and Account Manager tracking sheets, ensuring accurate and timely information flow.
• Maintain and update project status reports, including monitoring outstanding documents, deliverables, and required actions.
• Document and communicate project actions, irregularities, and ongoing needs to ensure team continuity.
• Assist in preparing letters, presentations, and reports as required.

Proposal & Commercial Support

• Support the preparation and assembly of proposals, including formatting, data collection, updating proposal templates, and preparing supporting materials.
• Track proposal inputs and deadlines; coordinate with internal teams to collect required contributions.
• Assist in maintaining organized proposal files and ensuring submission packages meet client requirements.

Documentation & Reporting

• Prepare and update spreadsheets, trackers, and reports used for project planning and progress monitoring.
• Follow up with internal and external teams to obtain required documentation or resolve outstanding questions.
• Support document reproduction, distribution, and organization of project materials.

Team & Meeting Support

• Coordinate internal meetings, including booking rooms, sending calendar invitations, and ensuring materials are prepared.
• Act as a liaison between internal stakeholders and external partners to support smooth workflow.

Skills, Knowledge and Expertise:

• Post secondary education in Business Administration, Project Management, Office Administration, or a related field.
• Minimum 2 years of experience in proposal coordination within an EPCM, engineering, or construction environment.
• Proficiency in Microsoft Office Suite, with advanced capability in Word, Excel, and Outlook.
• Strong MS Excel skills, including formulas, formatting, tracking sheets, and data organization.
• Experience supporting multiple levels of staff in a fast-paced environment.
• Excellent oral and written communication skills; strong interpersonal abilities and a professional, collaborative demeanor.
• Strong organizational skills with the ability to prioritize workload and manage competing deadlines.
• High attention to detail, accuracy, and quality in documentation.
• Quick learner with the ability to adapt to changing priorities and handle multiple demands.