Project Administrator

About the Opportunity

Our Calgary office is looking to add an enthusiastic full-time Project Administrator to complement our Branch and provide support to our team of professionals. Are you a self-starter who is motivated by providing top‑notch service and support? Do you enjoy changing from task to task throughout your day? Can you remain calm in the face of changing priorities while keeping a welcoming and upbeat tone?

If organization is your mainstay, you are energized working with lots of different people, and you enjoy working in Excel, let’s connect!

Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to:

• Project Initiation and Support – Project openings, accounts receivable & tracking, client communications, drafting invoices, project coordination & notes, budget tracking, and other duties as required.
• Project and Contract Administrative Support – Assist the Project Leaders throughout all project phases from initiation to completion. Providing support, including pulling reports, drafting documents, issuing standard letters, obtaining signatures, communicating with project partners, organizing records and documentation for project leaders’ review, coordinating formal document preparation, and other administrative details as needed.
• Branch Accounting Processes – Provide monthly account receivable statements, accounts payable invoicing, accounts receivable tracking, and communication with clients regarding invoicing concerns and recoveries. Work collaboratively to support our business’s continued growth and evolution. Provide additional support to our office administration team as needed.

Our ideal candidate will have 1 to 3 years of related administrative experience in a professional office environment. We are looking for a proactive, energetic self-starter who is committed to providing outstanding service to both our internal team and Urban Systems’ clients. Graduating from a relevant post‑secondary program (e.g., office administration) is considered an asset, but not required. The core skills that will help you succeed here include:

• People Person - Working with people gets you energized, and you enjoy building relationships and rapport with different types of people. It’s natural for you to build an understanding of what people need and how you can help them.
• Service Mindset - You like being in service and supporting the needs of others efficiently and effectively makes you happy.
• Adaptable and Flexible - You are a fast learner who embraces change, and can easily adapt and respond to changing conditions, priorities, and technologies, without getting flustered.
• Collaborative – You genuinely enjoy working cooperatively and effectively to reach a common goal.
• Growth Mindset – You see your progress as incremental, and you want to learn and grow over time. You take the initiative and enjoy taking ownership of your work.
• Communication – You have excellent verbal and written communication skills – the ability to communicate thoughtfully and thoroughly with team members and others
• Strong Attention to Detail and Critical Thinking - You prioritize key actions, handling a demanding workload and competing deadlines.
• Financial Aptitude - You have basic knowledge of financial administration and accounting principles. You are comfortable working with spreadsheets and learning new software to run reports.
• MS Office - are proficient and experienced with all Microsoft Suite programs. Previous experience using Vantage Point and Adobe Creative Suite is an asset but not required.

Urban Systems is a Canadian employee‑owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose‑driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including…