About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Provides administrative project support to division staff, including the coordination/preparation of construction contract documents (e.g., consultant proposal packages, tender documents, contract addenda) and engineering service agreements.

Duties/Responsibilities

• Provides administrative project support to the Division and other divisions in the Department, including preparing, distributing, and tracking design and construction related documents (e.g., consultant proposal packages, construction tender documents, contract addenda, construction payment certificates, contractor change orders, completion certificates, engineering services agreements). Forwards documents to appropriate parties as required; monitors and follows up with staff regarding administrative deadlines to ensure deadlines are met and returned documentation is complete, accurate, and properly executed and sealed.
• Prepares and tracks documents (e.g., financial and project data/reports, agendas/minutes, organizational charts, Committee and Council reports). Formats, proofs, and corrects grammatical errors and notifies report authors for more complex corrections.
• Sets up meetings for divisional staff (e.g., room and equipment booking and setup, reference material, catering). Schedules public information consultation meetings and provides related administrative support.
• Maintains divisional forms and templates used for project administration.
• Maintains project/engineering records, including historical documents, environmental assessments, reports, and equipment manuals. Enters and confirms data in internal/external databases (e.g., contractor and consultant insurance).
• Maintains project information/documents on internal/external websites and file transfer site. Coordinates notices and advertisements for local newspapers per contract timelines.
• As records assistant, maintains divisional filing systems, arranges offsite transfer, and ensures disposal/destruction/retention of files, per corporate standards.
• Maintains confidential staff information (e.g., engineering membership). Runs monthly reports to show which capital accounts project hours are charged to; submits to Finance.
• Maintains administrative policies and procedures for the Division.
• Responds to inquiries regarding divisional programs and services or directs to appropriate staff. Liaises/follows up with project staff regarding public inquires, and updates customer service database accordingly.
• Prepares cheque and purchase requisitions, places orders, and maintains office supplies. Has signing authority for office supplies. Maintains office equipment and arranges servicing, as required. Submits facilities requests for furniture needs and repairs/maintenance. Processes mail.
• Exchanges information daily with other departmental/Regional staff to coordinate meetings or project tender process (e.g., procurement, Finance, corporate call centre, corporate communications, legal, clerk’s office).
• Contacts suppliers to obtain quotes and information or place orders. Contacts consultants and contractors to obtain document information, follow up, and resolve discrepancies.
• Backs up other departmental administrative staff, as required.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of office and administrative procedures and communication skills acquired through a grade 12 education plus 3 years of related expe