Key Responsibilities:

• Provide comprehensive administrative support to ensure smooth and efficient office operations.
• Maintain and organize both physical and digital filing systems.
• Answer phone calls, direct inquiries to appropriate personnel, schedule appointments, and handle incoming packages.
• Respond to emails and other digital communications promptly and professionally.
• Draft, edit, and format letters, reports, and various documents.
• Input and update information in databases and spreadsheets with accuracy.
• Prepare meeting agendas, take detailed minutes, and distribute them as needed.
• Field calls from potential clients, capturing project details and scope.
• Coordinate the request for estimates from sub-consultants.
• Collaborate with the Principal Engineer to prepare project scopes and fee proposals.
• Operate and maintain office equipment, including printers, copiers, wide-format plotters, and
  scanners.
• Prepare project submittal documents and plans, ensuring multiple copies are available and
  delivering them to relevant municipal departments, boards, and commissions.
• Liaise with building maintenance staff regarding office space issues.
• Manage relationships with outside vendors to maintain office equipment and ensure an
  adequate supply of office materials.
• Conduct research, compile data, and summarize information for reports and presentations as
  required.
• Handle sensitive information with discretion, ensuring confidentiality and compliance with
  privacy policies and regulations.
• Adapt to changing priorities and ensure deadlines are consistently met.
• Represent the organization with a positive and professional demeanor.

Minimum Requirements:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Proven experience in managing administrative functions in a professional services environment.
• Excellent interpersonal skills with the ability to work effectively in a team.
• Strong communication skills, both written and verbal, in English.
• Local candidates preferred; relocation expenses are not provided.

Required experience:

• Minimum of 3 years of previous office or administrative experience.