Project Management Assistant

Project Management Assistant

Requisition ID: 47164 

Organization
Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.

With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

Main Purpose and Function
The Project Management Assistant coordinates and tracks project deliverables, key performance indicators (KPIs) and documentation control relating to the Waterworks Capital Program Management Framework, PMF, QMS and supports medium to large scale projects during all phases of planning, execution, control and closeout. The Project Management Assistant also supports the development, maintenance and improvement of the Waterworks Capital Program Management Framework in alignment with Engineering Project Management Framework (PMF) and the City of Vancouver Engineering Quality Management System (QMS).

Specific Duties and Responsibilities

• Creates and maintains project planning and execution documentation such as project plans, status reports, risk registers, budget and schedule tracking
• Tracks and communicates critical project milestones following PMF protocols
• Follows up with stakeholders to ensure outcomes are delivered and key partners are informed
• Establishes and maintains liaison with a variety of internal and external contacts; provides information, direction and assistance to other staff, the public, consultants, contractors and partner stakeholders
• Highlights potential risks and issues related to timeline, budget or quality and makes recommendations to project manager to mitigate
• Supports development and implementation of Waterworks Capital Program Management Framework
• Supports the improvement of PMF and QMS processes and procedures as well as the maintenance of PMF and QMS content and tools for Waterworks Design branch
• Sets up and maintains the document control system for Waterworks Design Policy and Procedures documents, Project Management documentation
• Tracks and implements PMF and QMS continuous improvement initiatives
• Supports and tracks compliance to PMF and QMS requirements for capital projects delivered by Waterworks Design
• Creates and presents PMF and Quality related reports or topics to project team members, project stakeholders and senior executives, including creating and distributing communications materials
• Follows up on the resolution of nonconformities and completion of continuous improvements resulting from audits/reviews
• Supports managing project teams to successfully deliver projects. The team members could be internal departmental staff or external temporary staff, consultants or contractors. Has responsibility for managing staff, including internal and external hiring.
• Supports managing project costs to approved budget. Ensures that project performance meets expectations in terms of timelines and scope completion. Implements adequate internal controls for reporting to senior engineers and project managers.
• Coordinates with hired consultants and/or contractors to construct/implement the project. Monitor and conduct field inspections to ensure construction is being completed as per City requirements.
• Ensures proper project closeout at completion. Supporting managing the sign-off process for project deliverables from stakeholders. Organizes and conducts a lessons-learned session. Documents and presents a project closeout analysis. Manages project documentation.
• Conducts analysis of Project Management related topics including external benchmarking, leading practices research, or survey analysis
• Tracks status dashboards on process and quality key performance indicators (KPIs)
• Tracks major initiatives and critical project milestones for follow up with the accountable stakeholders responsible for ensuring outcomes are delivered
• Organizes meetings and/or training sessions; records meeting minutes and follows up action items/deliverables as necessary
• Assists in tender document preparation, contract administration for capital project designed by external consultant or delivered by external contractor
• Performs Project Manager duties for small projects
• Assists in the development and maintenance of waterworks design and construction project schedule, and detailed cost estimate
• Other duties/responsibilities as assigned.

Qualifications
Education and Experience:

• Post-secondary degree in Civil Engineering, Project Management, Quality Management, Planning or other relevant area of study or an equivalent combination of training and experience plus several years experience years of project work experience or an equivalent combination of training and experience.
• Formal training in project management methodologies, preferably consistent with those provided by Project Management Institute (PMI) or equivalent.
• Experience in implementation and use of a document control system, such as VanDocs.

Knowledge, Skills and Abilities:

• Considerable knowledge of project management methodologies and standards.
• Knowledge and experience in procurement procedures and contract administration.
• Experience and/or familiarity with underground utility construction methodologies.
• Considerable knowledge of continuous improvement tools and techniques (e.g., Lean Six Sigma, Flow charts, trend charts, cause-and-effect diagram).
• Excellent records management skills and understanding of Engineering Project Management Framework (PMF) and the City of Vancouver Engineering Quality Management System (QMS) procedures.
• Ability to identify, track and accurately report project key performance indicators.
• Effective organizational skills and demonstrated ability to coordinate priorities and deliver high-quality and timely results under tight deadlines.
• Ability to independently research topics, analyze problems or trends, summarize results and make sound recommendations.
• Ability to communicate clearly and concisely orally and in writing and conduct presentations across all levels of the organization.
• Ability to work collaboratively and interact respectfully and persuasively with a variety of internal and external contacts.
• Effective conflict resolution skills including confidently when interacting with key stakeholders (internal/external) and the public.
• Ability to multitask and to be adaptive and flexible in a fast-paced and changing environment.
• Ability to manage change and assist others with adapting to change.
• Proficiency in the use of professional software and applications such as VanDocs, MS Office (Visio, Project, Power Point, Excel and Word), SAP, and Hansen
• Knowledge of City of Vancouver’s environmental, risk management, safety and sustainability policies is an asset.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department : Engineering Services 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: October, 2026 

Position End Date: October, 2028 

Salary Information: Pay Grade GR-024: $44.82 to $52.93 per hour

Application Close: September 20, 2026

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process. . 

The City of Vancouver acknowledges that it is situated on the unceded traditional territories of the xʷməθkʷəy̓əm (Musqueam Indian Band), Sḵwx̱wú7mesh Úxwumixw (Squamish Nation), and səlilwətaɬ (Tsleil-Waututh Nation).

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.