Team Administrator & Information Manager

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 34,000 people, in over 30 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

Role description:

As part of our continued growth in Western Canada, we are seeking a capable team administrator and project coordinator to join our expanding team in Vancouver. The role suits an organised and motivated professional with experience supporting the delivery of large and complex infrastructure projects in the marine, ports, coastal, heavy civil, roads, rail and transit sectors.

The team administrator and project coordinator will support the team lead during Engineering Services During Construction on a variety of heavy civil, transportation, ports, coastal and marine projects, taking 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.

This position sits at the centre of effective document control and project coordination, making sure company procedures are applied with accuracy, consistency and attention to detail. By maintaining reliable records and producing comprehensive document logs, the successful candidate keeps vital project information organised, accessible and ready to support informed decision making.

Role accountabilities:

In this role you will be responsible for archiving, controlling and retrieving records as required, keeping all documentation accurate, accessible and current. You will scan, image, index and organise a broad range of documents, classifying, sorting and categorising them in line with the project document control system. You will assign documents to the responsible personnel, follow up on submission dates, and maintain live logs and registers that support project managers and team leads in a smooth document workflow.

You will play a key part in managing the issuance of documents, confirming that the correct approvals have been obtained before any information is released. You will review documents for completeness and accuracy, carry out quality checks, and confirm that all materials comply with established document control procedures.

You will maintain the registers that support the engineering team on site, including field review records, inspection and test records, site instructions, technical queries, non conformance reports and assurance documentation, and you will keep the status of each visible to the team lead.

You will support the migration of files where needed and assist with audit activities that maintain the integrity of project records. You will provide regular status updates on documentation, keeping stakeholders informed on progress and on the workflow of document related tasks. You will maintain Request for Information logs, distribute responses appropriately, and track submittals and transmittals through to close out.

On the coordination side, you will arrange and minute project and site meetings, track action items to completion, support site mobilisation and onboarding, maintain team resourcing and attendance records, assist with timesheet and expense administration, coordinate travel and site access, and provide general administrative support to the team lead. As a senior member of the administration function, you will also mentor junior and intermediate document controllers, supporting their development and maintaining a high standard of practice.

Qualifications & Experience:

• 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
• Previous experience working on construction sites is preferable

Why Arcadis?

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.

Together, we can create a lasting legacy.

Join Arcadis. Create a Legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law.

The salary range for this position is $72,000 - $109,000. The base salary represents Arcadis’ hiring range for this position. Actual salaries will vary and will be based on various factors, such as location, skills, experience, and qualification for the role.

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