JOB SUMMARY:

Working under the direction of the Permit and License Project Manager and the Public Works Director, the Project Manager Assistant primary responsibility is to assist the project manager with a variety of administrative and operational tasks related to the coordination and management of permits and licenses.

DUTIES AND RESPONSIBILITIES:

• Assist the Project Manager in coordinating and managing the submission and approval of permits and licenses required for ongoing projects.
• Ensure all necessary documentation for permits and licenses is completed accurately and submitted within required timelines.
• Maintain accurate and up-to-date records of all permits and license applications, approvals, and renewals.
• Communicate with local, provincial, and federal agencies to track the progress of permit applications and resolve any issues.
• Help track project timelines to ensure that permitting and licensing requirements are met, and deadlines are adhered to.
• Organize and schedule meetings with stakeholders, regulatory agencies, and internal teams regarding permitting and licensing.
• Assist with the preparation and review of reports, status updates, and presentations for project stakeholders.
• Prepare and review necessary documentation for filing, ensuring compliance with legal and regulatory requirements.
• Maintain a filing system for permits and licenses, both physical and digital, for easy access by the team.
• Support the project manager in tracking budgets and expenditures related to permits, licenses, and regulatory fees.
• Provide general administrative support, including managing calendars, scheduling meetings, and responding to inquiries.
• Other duties as needed.

QUALIFICATIONS:

• Bachelor’s degree in business administration, Project Management, or a related field (or equivalent experience). Or post-secondary education in civil / building technology or related discipline.
• PMP designation is an asset.
• Proven experience in administrative support, project management assistance, or a related field, preferably in construction, real estate, or a regulatory environment.
• Familiarity with permit and licensing processes, regulatory compliance, or municipal operations is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management tools (e.g., Microsoft Project) preferred.
• In-field construction experience civil and/or residential construction.
• Strong attention to detail and organizational skills with the ability to prioritize multiple tasks.
• Excellent communication skills, both verbal and written, with the ability to work effectively with various stakeholders.
• Sound knowledge of workplace health and safety requirements and practices.
• Demonstrated ability to develop and manage work related records and reports.
• Understanding of financial management, budgeting and cost management.

SKILLS, ABILITIES & KNOWLEDGE:

• Excellent oral and written communications skills are required as well as interpersonal skills.
• Ability to maintain effective working relationships with co-workers and clients.
• Knowledge of effective office procedures.
• Knowledge of records management techniques.
• Able to work under pressure.
• Ability and/or knowledge of applying analytical skills.
• Time management skills.
• Demonstrated written and verbal communication skills.
• Demonstrated ability to engage effectively with internal and external stakeholders.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and the ability to manage deadlines under pressure.

WORKING CONDITIONS:

• Physical Demands**:**

  • May involved significant desk work with long periods of manual dexterity activities (keyboard operations, filing).
  • Work in an outdoor environment in variable weather conditions.

• Mental Focus**:**

  • Must remain calm, professional, objective, and constructive, even when faced with hostility.
  • Stress may be caused by the need to complete tasks within tight deadlines.

• Working Conditions**:**

  • Work independently in the office or in the field.
  • Engagement with other departments, levels of government and First Nations.
  • Dynamic environment with multiple demands and constant interruptions.
  • Sensitive legal, confidential and political issues and environment.
  • Occasional work outside normal office hours.