Administrative Assistant Projects

Goodkey Weedmark; Ottawa; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading engineering firm in Ottawa is seeking an Administrative Assistant to monitor communications and manage document preparation. The ideal candidate should possess strong organizational and interpersonal skills with proficiency in Microsoft Office programs. This role will involve reception duties, typing, proofreading, and updating project controls. The position offers a competitive salary, paid overtime, and benefits like a Health Spending Account, allowing you to grow in a thriving engineering environment.

Benefits

Competitive salary

Paid overtime after 40 hours

Health Spending Account

Access to virtual healthcare

Career development opportunities

Qualifications

• Experience in administrative roles with a focus on document management.
• Ability to maintain confidentiality in all communications.
• Familiarity with construction project management practices is an asset.

Responsibilities

• Monitor shared inbox for administrative needs.
• Complete typing and proofreading for project documentation.
• Handle reception duties like greeting visitors and answering calls.

Skills

Excellent interpersonal skills

Strong organizational skills

Attention to detail

Strong verbal communication skills

Ability to work independently

Education

Business administration certification or diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe DC

Job description

Overview

Are you reliable, motivated, and intentional about setting high standards for the quality of your work? Do you strive to add value every day and communicate in ways that connect with the people around you? Are you committed to your team and investing in your own growth? If you answered YES to these questions, then GWAL is the place for you!

GWAL's Vision is centered on 3 pillars:

• Be the industry leading design engineering firm.
• Be easy to work with.
• Be the choice employer.

Founded 70 years ago, GWAL is an award-winning mechanical and electrical engineering consulting firm serving a broad range of public and private sector clients. Our team consists of licensed personnel in Ontario, Quebec, Nova Scotia, Manitoba, Alberta, and British Columbia. Officially incorporated in 1956 under the Ontario Charter, we now proudly operate as a division of Englobe. This partnership enhances our capabilities and resources, allowing us to better serve our clients while maintaining our established identity and commitment to excellence in engineering. Our competitive advantage allows us to consistently design and implement innovative mechanical and electrical systems for commercial, institutional, light industrial, and mixed-use residential and commercial buildings of all types and sizes, as well as engineering advocacy, expert testimony, sustainability and specialized studies.

Responsibilities

In your new role with GWAL, you will work under the direct supervision of the Office Manager and be accountable for:

• Monitoring the shared inbox for all incoming and outgoing administrative needs.
• Completing all typing and proofreading requirements for project documentation leaving the organization. This includes a large variety of document preparation such as letters, addendums, CCOs, proposals, field observation reports, cost estimates, minutes, site instructions, and other miscellaneous reports.
• Scanning, sending, and filing of emails as well as other documentation.
• Updating project control Excel spreadsheet; (Blue Sheets).
• Searching document project information from files as needed to provide contact information for subcontractor and clients.

This role may periodically include all reception duties including greeting visitors, receiving deliveries, answering the phone, and directing calls to the appropriate person.

What you'll need to succeed

• Business administration certification or diploma considered an asset.
• Excellent interpersonal skills with the ability to work well with others.
• Strong organizational and time management skills with ability to prioritize work to meet tight deadlines.
• Excellent attention to detail with the ability to maintain a high level of accuracy.
• Strong ability to anticipate needs, take initiative and work independently.
• Ability to maintain confidentiality.
• Written communication skills to draft, format, edit and proofread correspondence and reports.
• Strong verbal communication skills to communicate clearly and professionally with internal and external stakeholders.
• Familiarity with construction project management, mechanical/electrical practices and/or architectural practices is considered an asset.
• Experience using Microsoft Office programs including Word, Excel, and Outlook.
• Experience using Adobe DC.

What you’ll get in return

Competitive salary, paid overtime after 40 hours, and benefits including a Health or Lifestyle Spending Account and access to virtual healthcare. But, more importantly, the opportunity to work for a leader in Engineering, project diversity, and a recently awarded Best Workplace in Canada! All our positions offer career development opportunities, job security and a great chance to learn with the best in your field.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At GWAL, we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Note: We’re all about using smart tech to make hiring smooth and fair. Our AI helps us find the best fit for our team, but our people leaders do the important selection work. Ready to see this in action? Apply now and let’s get started