About Shield

Shield EA Ltd. is an engineering and architecture firm in Sudbury, Ontario providing qualified structural, mechanical, civil, design & simulation services, and architectural services. To compliment our engineering services, Shield also provides laser scanning and other specialized measurement services for all applications and industries as required. Shield is dedicated to working alongside its clients to develop practical solutions to their engineering challenges. Collectively, the founders have 54 years of experience providing these services for surface plants and underground mines and have grown to be considered leaders within the region.

The Role

Take your career to the next level by joining our team. As part of the Shield team, the successful applicant will provide administrative support and exceptional customer service to both clients and staff. Additionally, the candidate will be providing critical document control support to our engineering project team. In the document control function, the candidate will act as the gatekeeper for all technical deliverables—managing the receipt, tracking, and issuance of project documentation across all revision cycles.

Key Responsibilities

- Serve as the primary point of contact for clients, visitors, and vendors, delivering a professional and welcoming reception experience.
- Answer incoming calls, screen, and direct them to the appropriate personnel efficiently.
- Manage food orders, local pickups, and lunch setups for team gatherings.
- Coordinate and book travel arrangements, including flights, hotel accommodations, and ground transportation if needed.
- Plan and coordinate staff events as required.
- Provide general administrative support to all staff as required.
- Perform other tasks and duties as assigned to support office operations.
- Fill in as needed for other administrative tasks, such as create and maintain organized project folders and documentation, process Accounts Receivable payments,



issue paid invoices, and update project statuses.
- Review engineering packages & deliverables to ensure they follow applicable project and Shield standards.
- Track and manage: Document revision levels.
- Formal Transmittals & Deliverables: Preparing, logging, and issuing formal transmittal packages and managing client uploads.
- Incoming client documentation & reference information.
- Document templates.
- Project data management.
- Prepare various manpower and cost/expense reports for management.
- Attend project meetings, record accurate minutes, and track action-item logs.
- Assist with preparing project documentation.
- Assist project management as required.

Qualifications

- Minimum of an Administrative Diploma or Certificate.
- 1-2 years of relevant experience.
- Working knowledge of QuickBooks is an asset.
- Must be able to multi-task in a high paced environment.
- Excellent oral & written English skills.
- Physical requirements - must be able to ascend and descend stairs quickly to answer the secure entry door. Must be able to navigate multi-level facilities using stairs.
- Must be able to occasionally lift packages up to 30 pounds.
- Must have a valid driver’s license.
- Must be eligible to work in Canada through Citizenship or a valid work permit.

This position is full-time, 100% on-site at the workplace, with required availability Monday to Friday 8am-4pm.

Only applications submitted through the Indeed portal or directly to [email protected] will be accepted. No phone calls or in-person drop-offs please.

Pay: $50,000.00-$70,000.00 per year

Benefits:

- Dental care
- Extended health care
- On-site parking
- RRSP match

Ability to commute/relocate:

- Greater Sudbury, ON P3E 3E1: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have your own vehicle for daily work errands?

Education:

- DCS / DEC (required)

Experience:

- Administrative: 1 year (preferred)

Language:

- English (required)

Work Location: In person

📌 Administrative & Document Control Assistant (Canada)
🏢 Shield Engineering and Architecture
📍 Canada