Engineering Office Manager

Goldbeck Recruiting; Edmonton; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading multi-disciplinary engineering firm in Canada seeks an Office Manager for their Edmonton satellite office. The role includes administrative support to a team of over 10, managing operations, and coordinating project proposals while fostering a collaborative work environment. Candidates should have relevant experience and strong organizational skills.

Qualifications

• 3-5 years of experience in office management or administration.
• Background in construction, architectural/design, or engineering consultancy.
• Ability to work proactively under minimal supervision.

Responsibilities

• Oversee day-to-day operations of the office and manage supplies.
• Coordinate proposal development and ensure compliance with requirements.
• Provide administrative support to leadership and manage records.

Skills

Organizational skills

Attention to detail

Communication

Multitasking

Education

Post-secondary degree or diploma in business administration

Tools

Microsoft Office Suite

Project management software

Job description

Our client is a multi-disciplinary engineering firm with offices across Canada. We are looking for an intermediate to senior level Office Manager for their team, based in Edmonton.

This individual will support a smaller satellite office. The firm offers multidisciplinary services, from civil, structural, mechanical, and electrical services to architectural services. Current projects are mostly residential and commercial, with some light industrial.

We are looking for an experienced office manager who comes from the environmental consultancy world, or an architectural or construction development firm. This person will provide overall administrative support to 10+ people in Edmonton and maintain communications with head office. The successful incumbent will be responsible for managing day-to-day administrative tasks, overseeing various office administration functions, coordinating project delivery, preparing proposals, and providing vital tracking summary reports on key metrics. This position will play a crucial role in assisting with presentations to staff and ensuring the smooth functioning of both the administrative and operational aspects of the office.

Responsibilities :

• Oversee the day-to-day operations of the office, ensuring that all facilities are well-maintained and fully functional
• Manage office supplies and inventory, ensuring timely procurement and cost-effectiveness
• Coordinate with building management and external vendors to address maintenance and operational needs
• Coordinate and manage the proposal development process from start to finish
• Collaborate with cross-functional teams to gather information for proposals
• Write, edit, and proofread proposal content to ensure accuracy and clarity
• Develop and maintain a library of proposal templates, boilerplate content, and graphics
• Ensure compliance with proposal requirements and deadlines
• Coordinate with subject matter experts to gather technical information for proposals
• Review and analyze RFPs (Request for Proposals) to determine proposal requirements
• Provide administrative support to the leadership team, including scheduling meetings, managing calendars, and preparing reports
• Handle incoming and outgoing correspondence, ensuring timely and accurate communication
• Maintain and update company records, files, and databases
• Support and enhance employee engagement by fostering a positive and collaborative work culture
• Assist in organizing company events, meetings, and team-building activities for the Edmonton office
• Facilitate onboarding for new hires and ensure they are set up for success with the necessary tools and resources
• Coordinate with the finance department to handle invoices, payments, expense reports, and provide payroll support as needed

Qualifications :

• 3-5 years of experience in office management, administration, or a similar role
• Experience working in the following industries : construction / development, architectural / design, and / or engineering consultancy
• Exceptional organizational skills, strong attention to detail, and the ability to multitask effectively
• Excellent verbal and written communication skills with a professional demeanor
• Proficiency in office software, including Microsoft Office Suite
• Experience with project management software is an asset
• Ability to work proactively and responsibly under minimal supervision
• Post-secondary degree or diploma in business administration, management, or a related field is an asset