Project Management Assistant (Energy & Utilities)

Requisition ID: 43460 

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function
The Project Management Assistant provides project management support to the utility billing, account management and sub-metering programs and processes in Real Estate Environment and Facilities Management (REFM).  The utility billing, utility account management and sub metering programs are operational programs involving third party utility services, within a portfolio of over 600 City of Vancouver buildings and over 3100 meters/sub-meters.  The outcomes of the utility billing, account management and sub metering programs, ensures utility invoices are paid, tenants are charged for their energy use accordingly, utility accounts are kept current, and energy consumption data (electricity, gas, other) for facilities & civic infrastructure is maintained.  The Project Management Assistant will be responsible for coordinating contractors and consultant teams, liaising with a large range of stakeholders, City of Vancouver staff and other service delivery partners to ensure the efficient and effective sustainment of the programs. Under the guidance of the Manager of Energy & Utilities, and through the support from and supervision of the Energy Data Analyst, this position ensures the ongoing accuracy and core utility and metering building records and data within corporately supported systems.

The Project Management Assistant will also make recommendations to the Manager of Energy & Utilities on improvements to processes, tools or training to better meet business and stakeholder needs.  

Specific Duties/Responsibilities
Supports the BCA Program Manager in the following:

• Day-to-day management of the utility billing, utility account management and sub-metering programs preparing weekly utility payment reports, utility accounts management for buildings, tenanted suites, and other civic infrastructure, coordination of utility or energy use meter installations, and reviewing and approving deliverables, monitoring program accounts, schedule and scope, and coordinating and engaging various stakeholders. 
• Perform site visits as required for projects or investigations related to metering and utilities
• Reviews and validates utility data and invoices for accuracy
• Troubleshoots account issues such as late bills, disconnection notices, and locates correct payees and settlements
• Troubleshoots billing questions and errors
• Works with utility providers to resolve disputes
• Trouble issues and updates accounts
• Creates and maintains program, planning and execution documentation that may have operational and financial implications (e.g. project plans, status reports and risk registers)
• Tracks critical program milestones and follows up with accountable stakeholders to ensure outcomes are delivered
• Updates Energy Star Portfolio Manager
• Coordinates team and stakeholder meetings and deliverables arising from them, documents and tracks actions and decisions arising from project meetings
• Creates and presents program-related content, often of a technical nature, to team members, department/corporate stakeholders and senior executives
• Acts as a “super user” of the asset management software and ensures the ongoing accuracy of the utility accounts and meter data, as well as meter inventory within the portfolio database 
• Highlights potential risks and issues related to timeline, budget or quality and makes recommendations to the Manager of Energy and Utilities on modifications to scope, processes, training or tools used to support program outcomes to accommodate changing organisation needs
• Tracks key program benchmarks and KPIs internally and externally to determine project performance 
• Conducts strategic analysis of program-related topics (e.g. external benchmarking, leading practices research, survey analysis)
• Supports other projects and initiatives in Energy and Utilities and REFM as assigned

Qualification Requirements
Education and Experience:

• University degree or an equivalent combination of education, training or experience
• Several years’ experience working on projects and in a team environment
• Formal training in project management methodologies, preferably consistent with those provided by PMI (Project Management Institute), considered an asset
• Experience working in a municipal setting considered an asset
• Supervisory experience is considered and asset
• Education and experience in the field of building science (architecture, engineering or equivalent) considered a strong asset
• Utility management experience is an asset
• Proficiency in Microsfot Excel (advanced formulas, pivot tables, pivot charts, data analysis) is an asset
• Understanding of energy tariffs, rate strcutures, and demand charges an asset
• Familiarity witth regulatory requirements, carbon reporting, and sustainability initiatives an asset
• Knowledge of utility metering systems an asset
• knowledge of electrical distrtibution concepts an assett
• BC Drivers License preferred

Knowledge, Skills and Abilities:

• Considerable knowledge of computer applications, and the ability to learn new applications quickly, with a particular emphasis on Asset Management Software, utility account information portals 
• Demonstrated knowledge of a wide variety of building systems including the ability to read and extract information from building drawings (electrical, architectural, mechanical, etc.)
• Considerable knowledge of project management methodologies and standards
• Sound knowledge of the fundamentals of budgeting and standard costing procedures
• Excellent data analysis skills including the ability to work will large data sets, working with excel and BI software such as Power BI
• Proactive, organized, and innovative with excellent follow-through and demonstrated ability to engage project stakeholders and drive teams toward results
• Ability to independently coordinate program/ project tasks to achieve stated outcomes.
• Ability to write effectively, organize and maintain program documentation, prepare status reports and summaries
• Ability to communicate clearly and concisely orally and in writing, including preparation and conducting presentations, with all levels of the organization
• Ability to multitask and to be adaptive and flexible in a fast-paced and changing environment
• Ability to develop and maintain effective working relationships with a wide variety of internal and external stakeholders 
• Demonstrated knowledge of electrical rate structures, utility billing and tariff structures is considered an asset
• Ability to meet transportation requirements

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: RealEstate Env & Fac Mgmt (1100) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: May 2025 

Position End Date: November 2026 

Salary Information: Pay Grade GR-024: $42.04 to $49.65 per hour

Application Close: April 18, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion. 

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.