Job Description

JOB SUMMARY:

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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:

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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:

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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:

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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:

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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.
- 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. - 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.


INHDP