Overview

DEI Consulting Engineers Inc. (DEI) is a qualified mechanical and electrical consulting engineering firm providing services to architects and building owners in the building service industry since 1999. With a comprehensive list of completed projects ranging from residential, education, institutional, recreational, and commercial, DEI has the experience to provide full-service mechanical and electrical consulting for any development, building, or client.

Role Overview

As an Administrative Assistant your role would involve working with our existing administrative team and our engineering staff to process and manage a variety of written and verbal correspondence specific to the construction industry. This correspondence would include editing specifications based on mark-ups from the engineering team, preparing and formatting change notices, addendums, supplemental instructions, and site reviews, processing shop drawings, maintenance manuals, etc.

This is a growth position and not for an existing vacancy.

The successful candidate will be required to:

- Assist engineering staff with the preparation and formatting of a variety of construction-related documents, including change notices, addenda, supplemental instructions, site review reports, specifications, letters, reports, and other project documentation.
- Process shop drawings, maintenance manuals, and other incoming and outgoing project documents.
- Serve as the primary administrative resource for the office, independently managing daily office operations and ensuring the office remains organized, professional, and efficiently run.
- Coordinate office vendors, maintenance requests, courier services, and supply orders.
- Monitor office inventory levels, order office supplies, and replenish stock as required.
- Support employee onboarding activities and assist with office-wide communications and initiatives.
- Greet and direct visitors, receive and distribute packages, and perform general reception duties.
- Assist with planning and organizing office events, including purchasing supplies, event setup and teardown, clean up, and waste disposal.
- Perform general office duties, including maintaining common areas, managing recycling and garbage removal, cleanup of the coffee station/kitchenette area, purchasing snacks and refreshments, and arranging copier service appointments.
- Prepare waybills and package materials for shipping and courier services.
- Maintain and reconcile petty cash records.





Qualifications This position is suited to an individual with excellent interpersonal, organizational, and communication skills, both written and verbal. The successful candidate will be responsible for supporting engineering staff, managing daily office operations, and interacting professionally with clients, vendors, and other stakeholders. The ability to manage competing priorities, exercise sound judgment, and adapt to changing demands in a fast-paced environment is essential.

The ideal candidate will possess a Diploma or Certificate in Office Administration and previous experience in an administrative role. Experience within the construction, engineering, architectural, or consulting industry is considered a strong asset.

The successful candidate will demonstrate:

- A Diploma or Certificate in Office Administration or a related field.
- Previous experience in an administrative office environment; experience within the construction, engineering, architectural, or consulting industry is considered an asset.
- Exceptional verbal and written communication skills, with the ability to interact professionally and effectively with clients, consultants, contractors, vendors, and other stakeholders.
- Strong organizational and time management skills, with the ability to prioritize multiple tasks, manage competing demands, and consistently meet deadlines.
- Proficiency with Microsoft Office applications, particularly Word and Outlook, as well as PDF editing software and other standard office programs. Experience with Excel and PowerPoint is considered an asset.
- A high degree of accuracy and attention to detail.
- The ability to learn, retain, and follow company procedures, workflows, and document management processes.
- Strong problem-solving skills, sound judgment, and the ability to work independently with minimal supervision.
- A proactive, professional, and service-oriented approach to supporting both internal and external stakeholders.
- The flexibility and adaptability to respond to changing priorities and operational needs within the office.





Working at DEI Consulting Engineers DEI has built and cultivated a collaborative, inclusive, and upbeat working culture. We understand that different beliefs, cultures, and backgrounds are vital to bringing in fresh ideas, perspectives, and experiences to our firm, our work, and the communities that we live and work within.

Our firm is committed to providing our staff with an array of benefits that support their financial, physical, and mental well-being.

Employee benefits include

- Health Benefits: A competitive benefit plan that includes extended health care (prescription drugs, eyeglasses, chiropody, physiotherapy, etc.) and dental coverage.
- Group RRSP Program: An employee and employer contribution RRSP program.
- Training & Mentorship: Access to one-on-one training and mentorship by Partners of the firm, company organized training sessions, paid time off to attend industry events, and other professional development opportunities.
- Staff Events: Complimentary staff and family events that have included: an overnight stay for staff and a guest at Blue Mountain, a visit to a local farm for some outdoor fun, virtual cooking events, trampoline dodgeball, etc.
- Health & Wellness Benefit: Personal fitness/health and wellness reimbursement (i.e. fitness equipment, gym membership, sport leagues, etc.).
- Sick Leave: Sick days with paid coverage.
- Parental Leave Benefit: A top up program to support employees choosing to grow their families.
- Flexible Working Arrangement: Flex hours to support employee work life balance.
- Daily Coffee, Tea, & Snacks: Complimentary daily snacks, coffee, and tea for employees’ enjoyment.

Application Process Interested individuals are to send their cover letter and resume to [email protected]. Please note the position you are applying for in the subject line of your email. We appreciate the time and effort put forth by all applicants, however, only individuals selected for an interview will be contacted.

** Appropriate accommodations will be provided upon request throughout the hiring process as required under the Accessibility for Ontarians with Disabilities Act (AODA).

Pay: $27.00 per hour

Expected hours: 27.5 per week

Benefits

- Company events
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Administrative Assistant (Barrie)
🏢 DEI Consulting Engineers
📍 Barrie