Project Controls Assistant

Job Description - Project Controls Assistant )

Project Controls Assistant - ( )

Project Controls Assistant

About the Role

WSP is seeking a Project Controls Assistant to support project management, financial controls, invoicing, reporting, and coordination activities across complex engineering and infrastructure projects. This position plays a key role in maintaining accurate project data, monitoring budgets and costs, supporting billing processes, and facilitating communication between project teams, clients, consortium partners, and internal stakeholders.

This is a highly collaborative position requiring strong organizational skills, attention to detail, and the ability to manage multiple project administration and financial tracking activities simultaneously.

Key Responsibilities

• Support the preparation and maintenance of project budgets, forecasts, commitments, actual costs, accruals, and financial reports.
• Maintain and update project control tools, billing trackers, financial monitoring systems, and project dashboards.
• Participate in the preparation of progress reports for project leadership, consortium partners, and clients.
• Monitor project budgets, including labor hours, expenses, subcontractor costs, and approved budget adjustments.
• Coordinate project setup activities, including the creation and closure of project codes, charge codes, and financial structures.
• Track, validate, and process employee timesheets, project expenses, and subcontractor costs.
• Support the invoicing process, including invoice preparation, validation, submission, and tracking with clients and consortium partners.
• Maintain project documentation, records, registers, and collaborative workspaces such as SharePoint.
• Prepare project status reports, financial summaries, meeting materials, and management presentations.
• Participate in internal coordination meetings and follow up on action items and project deliverables.
• Facilitate communication and information flow between Project Managers, Project Controls, Finance teams, and other stakeholders.
• Monitor data quality, identify discrepancies, and work with project teams to ensure project information remains accurate and up to date.
• Support project closeout activities and contribute to continuous improvement initiatives within project controls processes.

Required Qualifications

• Bachelor's degree in Business Administration, Finance, Accounting, Engineering, Construction Management, Project Management, or a related field.
• 1-3 years of experience in Project Controls, Project Coordination, Project Administration, Cost Control, Financial Administration, or similar roles supporting capital or infrastructure projects.
• Experience with project budgeting, cost tracking, forecasting, invoicing, and financial reporting.
• Experience maintaining project records, document control systems, and tracking deliverables, action items, and project milestones.
• Proficiency with Microsoft Excel and Microsoft Office Suite.
• Experience using ERP, PMIS, financial, project management, or document management systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent attention to detail and ability to manage multiple priorities in a fast-paced environment.
• Strong communication and stakeholder coordination skills.
• Experience with SharePoint and Power BI is considered an asset.

Language Requirements

• Advanced French (mandatory) , with the ability to communicate professionally with clients, consortium partners, and project stakeholders.
• English is desirable and considered a strong asset.

Preferred Experience

• Experience with tools such as SAP, EcoSys, Primavera P6, Procore, e-Builder, Microsoft Project, or similar project controls platforms.
• Experience supporting large engineering, construction, transportation, infrastructure, or capital projects.
• Knowledge of project financial management, cost control principles, and billing processes.