Job Description

Monterra Planning Consultants is seeking a part-time Administrative Assistant to join our growing team. This role is ideal for someone who thrives in a dynamic environment, is detail-oriented, and enjoys supporting a collaborative and innovative planning practice. The successful candidate will help keep our operations running smoothly, support client and project administration, and contribute to Monterra's professional brand presence.

Position Summary

The Administrative Assistant will provide day-to-day administrative and operational support to the Principal and team. The position is primarily in-office, with the opportunity to work from home as needed or approved. This part-time role offers approximately 15-25 hours per week, with flexibility to set your own schedule around Monterra's core business hours of 10:00 AM to 3:00 PM, subject to workload and coordination needs.

Key Responsibilities

Manage the new project inquiry and contracts process. Prepare and issue project invoices, and track accounts receivable. Oversee time entry and time tracking for project staff. Respond to client email and phone call inquiries in a professional and timely manner. Follow up on outstanding invoices and coordinate collections as needed. Schedule meetings, travel, and company events. Lead the onboarding and offboarding process for employees. Oversee document management and record keeping systems. Review and format reports, correspondence, and client deliverables. Assist with marketing and social media management including post writing, scheduling, and content monitoring. Support continuous improvement of administrative systems and workflows.

Tools and Systems

The Administrative Assistant will regularly use the following software tools and platforms: Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint) QuickBooks Online Wrike (project management) Canva (social media and marketing support) Adobe Acrobat Pro DocuSign (document execution)

Qualifications

High school diploma required; post-secondary education or administrative certificate preferred. Minimum of 2 years of administrative experience. Experience working in a private consulting environment considered an asset. Strong attention to detail, accuracy, and organization. Excellent written and verbal communication skills. Proficient with Microsoft 365 and comfortable learning new technologies quickly. Demonstrated professionalism, discretion, and commitment to confidentiality. Strong interpersonal skills and ability to work both independently and as part of a team. Must have access to a reliable vehicle and a G-class driver's license, or equivalent

Employment Details

Permanent, Part-time position (approximately avg. 20 hours per week) Primarily in-office, with flexibility to work from home as needed/approved Hourly pay range: $20-$26/hour based on experience and qualifications Flexible scheduling within Monterra's core hours (10:00 AM - 3:00 PM)

About Monterra Planning Consultants

Monterra Planning Consultants is a forward-thinking land use planning firm based in Ontario. We work with private and public sector clients to deliver innovative, practical, and value-driven planning solutions. Our collaborative team culture emphasizes professionalism, inclusion, and integrity in everything we do.

Job Types: Part-time, Permanent

Pay: $20.00-$26.00 per hour

Expected hours: 15 - 25 per week

Benefits:

Flexible schedule On-site parking
Work Location: Hybrid remote in Stratford, ON N5A 2M4