Workplace & Project Support Specialist

The Workplace & Project Support Specialist (WPSS) is a highly organized, service-focused professional who helps keep both the workplace and day-to-day project operations running smoothly.

This role serves as a central point of coordination for employees, Project Managers, technical professionals, leaders, clients, visitors, vendors, and internal business teams. The WPSS ensures that information, resources, spaces, workplace services, project documentation, and administrative requirements are organized, accessible, and delivered efficiently.

This is a modern, dynamic role that goes beyond traditional reception or office support. The Workplace & Project Support Specialist is proactive, tech-savvy, solutions-focused, and comfortable managing multiple priorities. The role combines workplace coordination with hands-on project and business support, helping technical teams stay organized and reducing the administrative workload associated with project delivery.

The successful candidate anticipates needs, follows through on commitments, and identifies opportunities to improve processes, systems, and the overall employee and client experience.

Key Responsibilities

1. Project & Business Support 

• Provide day-to-day coordination and operational support to Project Managers, technical professionals, leaders, and employees across the organization. 

• Support Project Managers and technical teams by taking ownership of administrative activities that can be efficiently coordinated without technical expertise. 

• Monitor requests, deadlines, and outstanding information, following up as required to help ensure commitments are met. 

• Maintain organized electronic project files, shared resources, correspondence, records, and supporting documentation. 

• Assist with preparing, formatting, compiling, reviewing, and distributing project-related documents and deliverables. 

• Track project-related deadlines, outstanding information, and administrative deliverables. 

• Assist with meeting coordination, fieldwork logistics, travel arrangements, and other administrative requirements. 

• Maintain organized and accessible electronic information and shared filing structures. 

• Maintain and improve document templates, forms, and standardized resources to support consistency and efficiency. 

• Identify opportunities to streamline workflows, improve organization, and reduce unnecessary manual work. 

1. Workplace Operations Coordination 

• Coordinate day-to-day workplace activities and serve as a key point of contact for employees, visitors, clients, vendors, and service providers. 

• Coordinate office services, supplies, equipment, deliveries, courier requirements, and general workplace needs. 

• Support the booking and effective use of meeting rooms, quiet spaces, and shared workplace resources. 

• Coordinate visitor requirements, office access, parking, employee visits, and other workplace logistics. 

• Respond to requests in a timely, professional, and solutions-focused manner connecting people with the appropriate information, resources, or contacts and recognize when matters require escalation. 

• Prepare, coordinate, and distribute communications, documents, and other business materials while ensuring clear and effective communication through email, Teams, SharePoint, and other business systems. 

• Maintain organized systems and processes that support efficient daily operations. 

• Assist with employee onboarding, including workspace preparation, administrative requirements, access coordination, and orientation materials. 

• Work collaboratively with Corporate Services, Project Services, Production, Finance, People & Culture, HSE, Information Systems, and other departments to promote consistency, efficiency, compliance, and continuous improvement of administrative processes.  
• Perform other related duties that align with the general purpose and evolving requirements of the role. 

Education and Experience 

• Completion of Grade 12 is required.  Completion of, or progress toward, a related administrative, business, office administration, or records/document management certificate or diploma is preferred. 

• Approximately 3–5 years of experience in workplace coordination, project support, office operations, business support, customer service, or a similar role. 

• Experience supporting Project Managers, technical professionals, leaders, or teams within a project-based environment is considered an asset. 

• Experience within environmental consulting, engineering, construction, professional services, or a similar industry is preferred. 

• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint. 

• Experience with document management, project management, ERP, CRM, time and billing, or other business systems is an asset. 

• Experience preparing or coordinating proposals, reports, presentations, or complex professional documents is an asset. 

• Demonstrated experience coordinating multiple priorities in a fast-paced environment. 

Working Conditions:

• normal office environment that requires sitting for extended periods of time; 

• prolonged exposure to computer keyboards and computer screens; 

• manual dexterity required to use laptop and peripherals; 

• ability to lift up to 25lbs as needed. 

• sometimes requires long hours of work.