Project Administrative Assistant

About us

Worley is a global company of energy, chemicals and resources experts headquartered in Australia. We partner with our customers to deliver projects and create value across the life of their assets. We specialize in consulting, engineering, procurement and construction across the project lifecycle, with services extending through to operations and decommissioning. Leveraging extensive experience and AI-enabled delivery, we support customers in navigating complexity as they meet today's needs and transition to more sustainable solutions.

Purpose:

We are currently recruiting for a Project Administrative Assistant. Our team includes world class experts and dynamic go-getters. This is a full-time position based in Vancouver, British Columbia.

We are seeking a detail-oriented Project Administrator with a strong focus on technical document production to join our mining engineering team, supporting projects and studies.

In this role, your primary responsibility will be the formatting, proofreading, and quality assurance of complex engineering deliverables. You will act as the gatekeeper for our technical publications, ensuring that all reports, specifications, and drawing packages meet strict company standards, client requirements, and regulatory quality protocols before submission.

Responsibilities:

Document Formatting & Quality Control

• Design, establish, and manage standardized document templates (such as Word templates, calculation sheets, and presentation slides) to streamline formatting workflows across the engineering team.
• Organize, update, and manage project file directories within SharePoint, ensuring all working technical documents are accurately categorized, securely stored, and easily accessible to the engineering team.
• Enforce and utilize corporate branding and company logos strictly in accordance with official brand guidelines and engineering publication specifications.
• Format, layout, and standardize complex engineering reports and technical specifications.
• Compile, verify, and maintain comprehensive lists of abbreviations and acronyms across all technical project deliverables to ensure industry terminology is used accurately and consistently.
• Proofread and edit technical documents for clarity, consistent terminology, grammatical accuracy, and adherence to corporate branding guidelines.
• Compile, sequence, and package multi-disciplinary design submissions, including engineering drawing sets and calculations.

Document Control & Workflow Administration

• Maintain and regularly update the Master Deliverables List (MDL) to track the development, review status, and target completion dates of all engineering packages.
• Establish and update the document distribution matrix to ensure technical deliverables are routed to the correct internal disciplines, external clients, and third-party stakeholders.
• Administer the end-to-end routing, distribution, and archival lifecycle of engineering documents and technical submittals.

Communication & General Administration

• Coordinate safety and travel documentation required for site visits, and liaise directly with clients to manage site-specific access and compliance protocols for team site visits.
• Coordinate travel logistics and manage business expense processing for the engineering team and associated project accounts.
• Serve as the internal administrative liaison supporting Project Managers, Lead Engineers, Project Controllers and internal technical teams.
• Schedule interdisciplinary design reviews and regular project meetings, capturing accurate minutes and distributing action items.
• Provide general administrative support to the engineering division as required to facilitate project workflows.

What you will bring:

Technical and Industry Experience:

• Experience: 2-4 years of experience specializing in document formatting, technical word processing, template design, or document control-ideally within the Engineering, or Construction (AEC) industry.
• Advanced Formatting Skills: Mastery of advanced word processing functions (e.g., style sheets, macro-enabled templates, dynamic tables of contents, page numbering sections, and cross-referencing).
• Excel Competency: Intermediate skills in Microsoft Excel, including the ability to utilize core formulas and cleanly format spreadsheets for project tracking.
• SharePoint Competency: Intermediate skills in Microsoft SharePoint, with a strong understanding of managing document libraries, configuring metadata tags, and organizing complex directory structures.

Software Proficiency

• Intermediate Mastery: Microsoft Word, Excel, and SharePoint.
• PDF Editing & Markup: High proficiency with Bluebeam Revu or Adobe Acrobat Pro (or similar) for merging, flattening, and marking up engineering packages.
• Document Management Systems: Familiarity with engineering data environments (e.g., Aconex, ProjectWise, BIM 360) is highly advantageous.

Core Skills & Competencies

• Laser-Sharp Attention to Detail: An absolute requirement for identifying formatting inconsistencies, font mismatches, brand compliance errors, and layout glitches across hundreds of pages.
• Visual Structure & Layout Design: A strong eye for clean, professional document layouts that present dense, technical data clearly while respecting brand identity.
• Time Management: The ability to work efficiently under tight submission deadlines while handling multiple document sets simultaneously.
• Professional Communication:
  • Written Clarity: Excellence in technical editing and administrative business writing, ensuring all outward-facing logs and internal summaries are polished, articulate, and professional.
  • Interpersonal Collaboration: Strong emotional intelligence and diplomacy to effectively bridge communications between Project Managers, engineers, and client coordinators.

Education - Qualifications, Accreditation, Training:

Required:

• Bachelor’s degree required.

For applicants based in the province of British Columbia, the salary range is $47,176 to $56,793

Application of the pay band: Variation in salary is determined by factors such as the candidate’s qualifications, relevant years of experience, geographic location, internal pay equity, and prevailing market conditions for the specific role.

Moving forward together

We want our people to be energized and empowered to drive sustainable impact. So, our focus is on a values-inspired culture that unlocks brilliance through belonging, connection and innovation. We're building a diverse, inclusive and respectful workplace. Creating a space where everyone feels they belong, can be themselves, and are heard.

And we're not just talking about it; we're doing it. We're reskilling our people, leveraging transferable skills, and supporting the transition of our workforce to become experts in today's low carbon energy infrastructure and technology. Whatever your ambition, there's a path for you here.

And there's no barrier to your potential career success. Join us to broaden your horizons, explore diverse opportunities, and be part of delivering sustainable change.