Project Administrator

At Mott MacDonald, we trust our brilliant people to do brilliant things in engineering, management, and development services, supporting multisector project work in over 150 countries. As one of the largest employee-owned companies in the world, we pride ourselves on our ability to deliver exceptional outcomes through our network of 20,000+ talented consultants. With sustainability and innovation at the heart of all our sectors in North America, including, Buildings, Energy, Transportation, and Water.

We believe in empowering our people to excel, learn, and grow, offering diverse opportunities to contribute to career-defining work. Join us and be part of a collaborative environment where your ambitions are united with ours, and you can truly shape your story.

Mott MacDonald is seeking a proactive and detail-oriented Project Administrator to join our Vancouver office. This role supports the implementation and coordination of MMCL’s Business Management System across the project lifecycle, with a particular focus on WIN (bid) stage and DO (project delivery) stage compliance. The successful candidate will work closely with Bid and Project Managers, Commercial Leads, and Compliance Managers to ensure consistent application of BMS protocols and regulatory standards.

Key responsibilities include: 

• Support bid teams in applying BMS requirements during the WIN stage

• Ensure compliance with BMS protocols and Mott MacDonald’s quality management standards (ISO 9001).

• Assist in the setup and maintenance of SharePoint project sites, ensuring correct document structures and metadata tagging.

• Coordinate the completion of required forms, risk assessments, and approvals prior to project mobilisation.

• Ensure opportunity progress is appropriately captured in our Customer Relationship Management software.

• Facilitate due diligence procedures for clients and partners, including background checks, regulatory compliance verification, and risk profiling

• Assist Project Managers in initiating and maintaining governance documentation throughout the DO stage.

• Monitor compliance with project plans, permit-to-practice obligations, and professional practice management plans (PPMPs).

• Support the scheduling and documentation of project reviews and lessons learned sessions.

• Help capture and track project actions, decisions, and approvals in our project management systems.

• Monitor system reports and BI dashboards to identify projects that require governance updates.

• Maintain accurate records of project compliance activities and contribute to internal reporting.

• Support onboarding of new starters with BMS orientation materials and guidance.

To be successful in this role, candidates must possess the following set of skills and qualifications:

• Degree or diploma in business administration, project management, engineering, or a related field is preferred, but is not manditory.

• 3–5 years of experience in a project support, compliance, or administrative role, ideally within a consulting or engineering environment.

• Familiarity with quality management systems (e.g., ISO 9001), regulatory compliance, and document control practices.

• Strong organisational skills and attention to detail.

• Possesses an exceptional ability to develop relationships with project stakeholders, requiring strong interpersonal communication and interpersonal skills.

• Proficiency in Microsoft Office and SharePoint; experience with CRM and Connect Projects is an asset. (Comfortable working with a wide range of applications such as project dashboards, portals, external spreadsheets)

• Demonstrated ability to work independently, take initiative, and proactively manage tasks in a dynamic project environment.

Our teams are comprised of bright and enthusiastic people who wish to make a difference to the world that we live in. If you share that vision and don’t have all the experience outlined in this posting, we still want to hear from you! 

Let’s discuss how we can help you take the next step in your career and how you can participate in an exciting new chapter for Mott MacDonald in North America.

In compliance with the B.C. Pay Transparency Act, the expected salary range is from $75,000 - $95,000. 
Multiple factors such as qualifications, overall experience and position responsibilities will be used to determine the successful candidate's actual salary within the expected range. 

We seek to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

Hybrid working policy

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.