Job Description

:

Our partner company, a Canadian Engineering firm, has an immediate opening for an Office Administrator, working out of our Burlington office. This position will provide the opportunity to join our innovative, supportive, and dynamic team. You will be working with an array of engineering and planning disciplines assisting with general administrative tasks; with an opportunity to work on a variety of projects.



The Office/Department Administrator will be responsible to oversee day-to-day operation of the Burlington office and the Transportation department administrative functions, providing support for the team. Work hours are between 09:00 and 16:30 Monday to Friday; 37.5-hour work week. The business offers a hybrid work program, subject to confirmation with the reporting manager.

Primary Responsibilities

Office Duties:

• Reception duties such as phone call management and mail/package management

• Ordering and maintenance of office supply inventory and equipment

• Credit card reconciliation

• Drafting and formatting of documents (letters, proposals, e-mails etc.)

• Assist with new employees onboarding and orientation.

• Participate in the office Health and Safety / Joint Health and Safety Committee (JHSC)

• Assist in office tasks to meet ISO 9001 certification requirements.

• Organize meeting / company event logistics, for example, travel and food arrangement, car rental, etc.

Financial and Project Management:

• Assist with project invoicing and follow up.

• Assist with Project Submittal and Request for Information (RFI) processing.

• Assist Project Managers to maintain Management System throughout the life cycle of the project.

• Accounts receivable and accounts payable processing

Other General Tasks:

• Internal and external communications

• Preparation and follow-up of meetings and office /department presentations

• Occasionally attend and take meeting minutes.

• General organizational tasks

• Other duties as assigned.

Requirements

• Positive attitude with good communication, interpersonal skills, and employment record

• 5+ years of executive administration or relevant experience.

• Detail oriented, with superior organizational skills and the ability to prioritize.

• Ability to work both independently and cooperatively as part of a team.

• Ability to adapt and work in a fast-paced environment.

• Willingness to take on new tasks on an as needed basis.

• Exceptional problem-solving skills

• Demonstrate skills in the use of computer utilizing programs such as Microsoft Office

Benefits competitive benefits, healthcare, dental, vacation

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