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Administrative/Accounting Assistant

Attention! This job posting is 10 days old and might be already filled.
Location Parklawn and Lakeshore
Date Posted February 12, 2020
Category Finance/Accounting/Computers
Job Type Full-Time
Job Number 53076


Busy and growing Engineering firm in South Etobicoke (Park Lawn/Lakeshore) currently looking for an Administrative/Accounting Assistant to join their team.

The Administrative Assistant will provide support to the Engineering Team with various administrative tasks and duties. The incumbent will be responsible for administration support, creating, populating and maintaining databases, and coordinating meetings and events. The incumbent will also support the Manager, Engineering with monthly reporting, expense submissions, coordinating the Teams’ vacation and various other administrative duties as assigned.

Provide project administration support as required; minutes of meetings, model review documentation, filing documents, archiving of projects, etc.

Create and maintain engineering regulatory documents to assist with yearly renewals

Create and maintain records of Engineering Team's certifications and designations including memberships in Technical & Industry Associations
Maintenance of company's Engineering Files and library

Create and provide reports to the Manager, Engineering to support projects as well as monthly engineering reporting.

Coordinate internal and external meetings for the Engineering team with GCS's office manager, including arranging food and refreshments and clean up as required.

Assist with preparing engineering reports and technical presentations, to an agreed upon standard format with content provided by Engineering Team members.

Coordinate the development and updates to the Engineering section of GCS's intranet with content provided by others.

Prepare and/or proof memos, letters, correspondences and other documents; such documents will include technical and legal terminology

Provide general administrative support including answering/placing telephone calls, schedule meetings, research non-technical matters

Assist with the processing and tracking of invoices, verify that invoices meet the approved format

Provide back up support and assist with work overflow as needed

Assist project managers with basic & procedural information during the tendering process

Attends project meetings as required, prepare meeting minutes

Skills & Qualifications:

Diploma in Business Administration with 1 - 2 years administrative work experience, or 5+ years of experience in administrative positions with increasing responsibility.

Advanced working knowledge of a variety of computer software applications (Microsoft Office).

Excellent organizational and time management skills.

Exceptional attention to detail with the ability to maintain a high level of accuracy in preparing and entering information.

Flexible and adaptable to change; ability to perform in a fast-paced ambiguous environment.

Self-motivated, with the ability to self-manage and self-direct

Works independently and as well as part of a team.

Has courage to take initiative.

Recognizes business process inefficiencies and is willing to share potential creative solutions.

Excellent level of communication skills both written and verbal.


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