Contract Coordinator

Aplin Martin is a full-service Civil Engineering, Architecture, Planning, and Survey company, celebrating over 55 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of 300+ talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. Aplin Martin has been recognized numerous times and has received the Project of the Year award from the Public Works Association of BC.

Position Overview:

The Permit and Contract Coordinator performs the role of administrative support utilizing time management, organizational and excellent communication skills to efficiently manage tasks and priorities and ensure team members are informed and supported.

Duties and Responsibilities:

• Provide administrative support to Senior Staff and Accounting regarding general office functions, permit coordination and assisting with contract management, by securing quotes and assisting in the assembly of proposals, RFP submission packages.
• Coordinate and liaison with third party business consultants.
• Confidentially handle sensitive information.
• Update project and revision numbers daily in various tracking spreadsheets and time software.
• Update project and revision time budgets weekly in the Project and Revision tracking spreadsheets.
• Manage the Confirmation of Directive “COD” process.
• Draft a payment request and circulate to Finance and the manager for approval, and once approved circulate the invoice to the client for payment.
• Track and ensure we have received the payment, so we are in apposition to complete the application when ready.
• Coordinate and assemble application documents, including forms and drawings, review to ensure all documents are complete as per municipal requirements and prepare the submission.
• Coordinate submission, either via courier or on-line submission, and follow up to ensure the application was received, by retrieving the application number.
• Circulate a project bulletin, with the permit number.
• Follow up on status weekly and maintain the permit tracking spreadsheet.
• Receive comments and circulate for response, coordinate and receive documents and resubmit to the municipality, and additional duties.

Skills and Qualifications:

• Diploma/degree from accredited College or University in business administration.
• 3 to 5 years office-related experience.
• Microsoft Office (Calendar, Word, Excel and PowerPoint).
• QuickBooks experience is an asset.
• Strong knowledge of general office procedures involving procurement, travel arrangements, budget management.
• Conversational French is an asset.

Why Work for Aplin Martin:

• Competitive salary commensurate with qualifications, skills, and experience
• Extended medical, dental and vision benefits
• Life and disability insurance
• Group RRSP
• Employee Assistance Program
• Paid time off
• Educational allowances for professional development
• Social and team building events.
• Friendly and supportive team that works hard and plays hard.

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