Overview
Project Controls Administrative Assistant Jobs in Calgary, Alberta, Canada at Stoppler Hughes
Title: Project Controls Administrative Assistant
Company: Stoppler Hughes
Location: Calgary, Alberta, Canada
Whether you’re an experienced professional or at the beginning of your career, our construction client offers the opportunity to be part of a team that values safety, collaboration, and continuous improvement.
Position Summary
The Project Controls Administrative Assistant supports back-office maintenance of project data and documentation within Aimsio (ERP) and internal reporting tools. This role focuses on accurate system updates, budget entry, and administrative support to ensure job performance information is current and reliable.
This role is ideal for someone who wants to build a career in project controls by mastering systems, data discipline and structured reporting under experienced leadership.
This position supports job performance tracking under the direction of the Project Controller and does not carry forecasting or financial ownership responsibilities.
Core Responsibilities
System Maintenance
- Enter and update work breakdown structures (WBS).
- Maintain accurate job cost coding and WBS alignment.
- Update percent complete in coordination with Project Management.
- Log approved Change Orders and update budgets.
- Ensure required documentation is uploaded and organized.
Job Performance Reporting Support
- Pull data from Aimsio for weekly job performance reviews.
- Update standardized reporting templates.
- Prepare draft summaries for review by the Project Controller.
- Assist with billing backup package assembly.
Scope of Authority (In Scope)
- Owns accuracy and integrity of job performance data within Aimsio.
- Maintains WBS structure and budget alignment as directed.
- Identifies data inconsistencies and escalates appropriately.
- Prepares weekly job performance reports for review.
- Supports reporting standardization and process improvement initiatives.
Role Boundaries (Out of Scope)
- Forecast development and financial performance interpretation.
- Margin analysis and financial reviews.
- Budget or contract approvals.
- Project or contract strategy decisions.
- Independent communication of financial performance to field or executive leadership.
- Performance analysis, forecasting, and executive reporting remain under the direction of the Project Controller.
What You Bring to the Table
- 1–3 years administrative or project support experience.
- Advanced proficiency in Excel.
- Experience working with structured data and financial tracking systems (Aimsio or similar ERP system is preferred).
- Microsoft Project and Bluebeam experience is an asset.
- Familiarity with project management processes is a plus
- Demonstrated ability to take direction, implement processes consistently and respond constructively to feedback.
What Success Looks Like
- Aimsio data is accurate and current.
- WBS and budgets are entered and maintained in a timely manner.
- Reporting templates are prepared correctly and on schedule.
- Documentation is audit ready.
- Project Performance data is reliable and structured, enabling the Project Controller to focus on analysis, forecasting and continuous improvement.
What We Bring to the Table
We believe that great work starts with great people. When you join you can expect:
- Competitive pay and comprehensive benefits
- A strong, industry-leading safety culture
- A diverse and inclusive workplace
- Hands-on industry and practical training
- Apprenticeship and skilled trades development opportunities
If you are detail-oriented, systems-driven, and interested in building a career in project controls within the construction industry, we encourage you to apply and grow.
Benefits:
- Dental care
- Extended health care
- Paid time off
Work Location: In person
