Office Administrator

Rimkus Consulting Group, Inc; London; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A consultancy firm in London, Ontario is seeking an Administrative Project Specialist to provide support across multiple engineering disciplines and assist with the proposal process. The ideal candidate has a relevant degree, 1-2 years of administrative experience, and proficiency in Microsoft Office. This role involves assembling tender packages, tracking project documents, and ensuring thorough office administration. Join a diverse and inclusive workplace that values your skills and promotes growth opportunities.

Benefits

Diverse and inclusive workplace

Opportunities for growth and learning

Qualifications

• Minimum 1-2 years of administrative or related experience.
• Experience within a similar industry is an asset.

Responsibilities

• Provide administrative support for engineering disciplines.
• Assist with the proposal process.
• Assemble and issue tender packages.

Skills

Proficient in written and verbal English

Attention to detail

Advanced proficiency in Microsoft Office

Strong customer service orientation

Excellent problem-solving skills

Education

Degree or diploma from accredited college

Tools

Microsoft Office applications

Job description

Overview

The Administrative Project Specialist position is responsible for providing administrative support for multiple engineering disciplines, as well as assisting with the proposal process.

Essential Job Functions

Construction Administration

• Assembling and issuing tender packages.
• Scheduling tender meetings.
• Prepare and Issue addendums during the tendering process.
• Receiving tenders and preparing Bid Recap summaries.
• Preparing Letters of Recommendation for contract award.
• Preparing CCDC 2 contracts and Certificates of Payment.
• Processing monthly contractor progress payments.
• Tracking project submittals and shop drawings.
• Processing shop drawings.
• Preparing Proposed Change Notices, Change Orders, and Supplemental Instructions.
• Managing filing and archiving of project documents.
• Assist with the creation and review of matters and matter entry.
• Preparing Transmittals.
• Prepare and distribute meeting minutes.
• Distribute Observation Reports and Field Review reports.

Office Administration

Proof reading of reports

Monitoring progress of our work for billing clients

Issuing fee adjustment requests when required

Tracking client contract value

Assist with office organization

Assist with reception duties as needed

Business Development

Assisting the Proposal Manager with preparing proposals as required

Required Experience, Education and Certifications

A degree or diploma from an accredited college or university is preferred.

Minimum 1-2 years of experience in an administrative or related role.

Experience within a similar industry is an asset.

Required Skills and Abilities

Highly proficient in written and verbal English.

Strong attention to detail.

Advanced proficiency in Microsoft Office applications (Excel, Word, Power Point, Outlook).

Excellent problem solving skills.

Superior telephone manners and strong interpersonal skills.

Strong customer service orientation.

Strong working knowledge of word processing software.

Excellent computer and organizational skills, as well as attention to detail.

Excellent written, verbal, communication, and interpersonal skills.

Ability to meet deadlines.

Good strategic planning abilities.

Physical Demands, Overtime, and Travel Requirements

Physical Demands – Work is performed primarily in an office setting. The employee is frequently required to stand, walk, sit, bend, crouch, hear, and talk (must be able to speak and communicate clearly with others). Employee may lift and / or move up to 25 pounds. Clear vision and depth perception are also necessary.

Overtime – There will be some occasions where overtime (or working after normal business hours) will be required to meet the demands of the position.

Language and Writing Skills – Must have ability to read, analyze, and understand information and ideas presented in writing. Able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors. Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.

Travel – Not expected for this position.

At Rimkus, we value a diverse and inclusive workplace where all employees feel valued and respected. We are committed to creating a work environment that supports and celebrates the unique perspectives and experiences of all employees. If you share our commitment to diversity and inclusivity and are excited about joining a welcoming and supportive team, we encourage you to apply for our open positions. We are an equal-opportunity employer. Accommodation is available for applicants selected for an interview.

THIS JOB DESCRIPTION IS SUBJECT TO CHANGE AND DOES NOT CONSTITUTE A CONTRACT FOR EMPLOYMENT OR A GUARANTEE OF CONTINUED EMPLOYMENT.

Join Rimkus and unlock your potential with endless opportunities for growth, learning, and making a difference!

At Rimkus, we value a diverse and inclusive workplace where all employees feel valued and respected. We are committed to creating a work environment that supports and celebrates the unique perspectives and experiences of all employees. If you share our commitment to diversity and inclusivity and are excited about joining a welcoming and supportive team, we encourage you to apply for our open positions. We are an equal-opportunity employer. Accommodation is available for applicants selected for an interview.

THIS JOB DESCRIPTION IS SUBJECT TO CHANGE AND DOES NOT CONSTITUTE A CONTRACT FOR EMPLOYMENT OR A GUARANTEE OF CONTINUED EMPLOYMENT.

Join Rimkus and unlock your potential with endless opportunities for growth, learning, and making a difference!

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