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
Skilled and confident telephone manner
Comfortable following up with clients regarding outstanding payments
Robust 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