Team Administrator & Information Manager

Arcadis•Vancouver, BC

2d•CA$72,000 - CA$109,000•Onsite

About The Position

Arcadis is seeking a capable team administrator and project coordinator to join their expanding team in Vancouver, Western Canada. This role supports the team lead during Engineering Services During Construction on heavy civil, transportation, ports, coastal, and marine projects, managing them from design completion through construction activities and project completion certification. The position is based with the site team and supports a field-based supervision group, focusing on effective document control and project coordination to ensure company procedures are applied accurately and consistently. The successful candidate will maintain reliable records and produce comprehensive document logs to keep vital project information organized, accessible, and ready for informed decision-making.

Requirements

Minimum 10 years of relevant project coordination, document control, and project administration experience on transportation, heavy civil, ports, marine or large infrastructure projects
Bachelor’s degree or diploma in Information Management, Business Administration, Engineering Technology or a related discipline
Proven experience as a document controller through the design and construction phases of large and complex infrastructure projects in the marine, ports, roads, rail and transit sectors
Experience with electronic document management systems such as SharePoint, Aconex, Procore, Bentley ProjectWise or equivalent
Strong working command of the Microsoft Office suite, in particular Excel, Word, Outlook and Teams, and comfort with building and maintaining registers and trackers
Ability to prioritise daily tasks, manage time well, multitask and troubleshoot while handling several deadlines at once
Detail oriented, dependable and trustworthy when handling complex and sensitive documents
Self directed, with the ability to work independently in a fast paced and deadline driven environment
Ability to interact and coordinate with internal and external business partners at all levels
Strong communication and presentation skills, both verbal and written

Nice To Haves

Previous experience working on construction sites is preferable

Responsibilities

Archiving, controlling, and retrieving records, ensuring all documentation is accurate, accessible, and current.
Scanning, imaging, indexing, and organizing a broad range of documents, classifying, sorting, and categorizing them in line with the project document control system.
Assigning documents to responsible personnel, following up on submission dates, and maintaining live logs and registers to support project managers and team leads.
Managing the issuance of documents, confirming correct approvals before release.
Reviewing documents for completeness and accuracy, carrying out quality checks, and confirming compliance with document control procedures.
Maintaining registers for the engineering team on site, including field review records, inspection and test records, site instructions, technical queries, non-conformance reports, and assurance documentation, and keeping their status visible to the team lead.
Supporting the migration of files and assisting with audit activities to maintain the integrity of project records.
Providing regular status updates on documentation to stakeholders.
Maintaining Request for Information logs, distributing responses, and tracking submittals and transmittals through to close out.
Arranging and minuting project and site meetings, tracking action items to completion.
Supporting site mobilization and onboarding.
Maintaining team resourcing and attendance records.
Assisting with timesheet and expense administration.
Coordinating travel and site access.
Providing general administrative support to the team lead.
Mentoring junior and intermediate document controllers, supporting their development and maintaining a high standard of practice.