Division Administrator

The opportunity

Associated Engineering, a proudly Canadian, Employee-owned Company is seeking an experienced and dedicated Division Administrator to join our team in our Edmonton office. This role bridges technical, financial, and management functions by supporting project managers, technical staff, and senior leaders in organizing information, maintaining quality, and ensuring smooth daily operations. The Division Administrator plays a key role in upholding standards for accuracy, compliance, and communication, contributing directly to the overall success of the Division and the company.

What we offer:

• Flexible/hybrid working arrangements, depending on position
• Market competitive salaries, with annual reviews
  • Matching company pension program, increasing over time
• Comprehensive benefits including:
  • Health/dental/vision coverage,
  • Fitness allowance,
  • Employee and family assistance programs
  • Mental health supports
• Paid time off so that you can recharge including:
  • Generous paid vacation,
  • Paid office closure over December holiday break
  • Industry leading paid sick time
  • Parental leave top up program
• Ongoing support for your professional development and growth
  • Active Young Professional group
  • Formal mentoring programs
  • Paid professional development hours
  • Capacity building seminars
  • Engineer In Training programs
• Opportunities to participate in social club activities and events
  • Company-wide social events
  • Regular lunch-and-learns
  • Community volunteer opportunities
  • An active Social Club that promotes social activities in and outside the office, and offers subsidized tickets to local events, such as the Taste of Edmonton
  • A centrally located office in the heart of downtown Edmonton that is easily accessible

What you’ll do

• Lead the preparation, coordination, and submission of proposals and qualifications packages, ensuring compliance with client and corporate requirements.
• Maintain project tracking tools and databases for budgets, schedules, safety paperwork, and project milestones.
• Format, edit, and proofread technical reports, letters, proposals, and other deliverables to align with corporate standards.
• Schedule, organize, and document internal and project meetings, including agendas, minutes, and follow-ups.
• Coordinate internal communications, divisional updates, and cross-group collaboration.
• Support onboarding of new staff and assist with internal training coordination.
• Maintain a strong working knowledge of corporate software and systems such as AERIS, SharePoint, and Microsoft 365 tools.
• Provide administrative support to the Division Manager, including scheduling, correspondence, and document preparation.
• Ensure accurate and timely data entry across systems to support project and financial reporting.
• Provide direct administrative assistance to Division leadership & Project Managers, supporting workload planning, communications, and reporting.
• Prepare presentations, data summaries, and metrics for management meetings.
• Anticipate administrative and coordination needs to proactively support division priorities and strategic initiatives.

Does this sound like you?

• Post-secondary education in business administration, project management, or related field.
• 3–5 years of administrative experience in an engineering, consulting, or professional services environment is preferred.
• Experience with financial tracking, project controls, proposal coordination, and document control considered an asset.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and corporate project management tools.
• Ability to manage multiple priorities in a fast-paced environment.
• Collaborative and adaptable with a team-oriented mindset.
• High level of discretion, integrity, and professionalism.

About Us

At Associated Engineering, were passionate about not only the work we do but the communities we live and work in. Which is why sustainability is at the heart of everything we do. As a carbon neutral company since 2009, we help shape resilient and sustainable communities across Canada.

As a Platinum Member of Canada’s Best Managed Companies since 2008, we take pride in nurturing a workplace where people thrive. We are an employer of choice providing our people with a supportive, collaborative, engaging and dynamic place to build a career, while bringing inspiration and innovation to our work.

Our company culture is shaped by:

• Growth and development of our employees – chart your career course, whatever stage you are at!
• A broad variety of meaningful work that supports local communities – we are a medium-sized company working on significant projects, helping to shape communities!
• We care, we commit, we create – our promise to both clients and each other!

What’s next? Ready to make an impact? Join a company that values your ideas, invests in your growth, and empowers you to shape the future. Apply today!

Want more information?

AE is an Equal Opportunity Employer and encourages women, Indigenous peoples, persons with disabilities, members of visible minorities, and members of the LGBTQ+ community to apply. For applicants with disabilities, accommodations are available upon request for candidates taking part in all aspects of the selection process. We are also committed to protecting the privacy of your personal information and as such, it will be used for recruitment and employment purposes only.