Optimal Engineering is seeking a reliable, organized, and proactive Administrative Assistant to support our daily office operations and coordinate with our team, clients, and other external parties.
Key Responsibilities
- Answer and manage incoming phone calls professionally
- Prepare and issue invoices
- Collect payments and follow up on outstanding invoices/accounts
- Manage emails and general correspondence
- Coordinate with engineers, clients, contractors, and internal team members
- Perform general administrative and office duties
- Coordinate and schedule interviews and assist with recruitment
- Follow up with municipalities/cities, plans examiners, inspectors, and other authorities regarding permits, applications, and outstanding items
- Maintain organized project records, documents, and correspondence
- Track outstanding tasks and ensure timely follow-up
- Assist management and the engineering team with administrative requirements as needed
Qualifications & Requirements
- Minimum 1 year of administrative work experience required
- Strong organizational and time-management skills
- Excellent written and verbal communication skills
- Professional and confident telephone manner
- Comfortable following up with clients regarding outstanding payments
- Strong attention to detail and ability to manage multiple priorities
- Proficiency with email, Microsoft Office, and general office software
- Ability to work independently and as part of a team
- Experience in an engineering, construction, architectural, consulting, or permit-related workplace is an asset
- Valid driver’s licence and access to a reliable vehicle are required