About the Role

We're a mechanical engineering firm working on institutional, municipal, and federal building projects across Ontario. We're looking for a detail-oriented, highly organized Office Administrator to own the paperwork that keeps our projects and business running: contracts, compliance certificates, security clearances, proposal forms, and bookkeeping. The right person keeps our documents current, catches missing signatures and expiry dates early, and gets submissions out complete and on time.

Must Have

- Hands-on experience with QuickBooks Online (A/R, A/P, payroll, HST and corporate tax support, reconciliation, reporting)
- Strong attention to detail. Forms, certificates, and contract documents must be complete, accurate, and consistent.
- Clear written and verbal communication
- Ability to manage many deadlines and renewal dates at once

Responsibilities Contracts & Agreements

- Prepare, format, and track client–consultant agreements, sub-consultant agreements, and standard construction contracts (e.g., CCDC documents) for new projects
- Keep a contract register covering execution status, amendments, change orders, and expiry dates
- Route documents for signature, and file executed copies and all related correspondence
- Review client contract and RFP requirements for insurance limits, WSIB, security, and other supporting documents and flag gaps early

Compliance, Insurance & Certificates

- Keep company compliance documents current and on hand: WSIB clearance certificates, certificates of insurance (CGL, professional liability, auto), PEO Certificate of Authorization, and corporate registrations
- Track renewal dates, prepare renewal applications, and coordinate with our insurance broker
- Request and issue certificates of insurance naming clients as additional insured when required
- Collect and verify WSIB and insurance certificates from sub-consultants

Security Clearances & Government Forms





- Prepare and submit personnel security screening applications (e.g., PSPC Contract Security Program, reliability/secret) and site access requests for staff
- Track clearance status and expiry dates for all staff
- Complete vendor registration, supplier onboarding, direct deposit, tax, and other client forms for public sector and institutional clients

Proposals & Business Development

- Monitor bid portals (e.g., MERX, Bids & Tenders, Bonfire) for opportunities, and log addenda and closing dates
- Assemble proposal and prequalification packages: fill out forms, compile certificates, CVs, project sheets, and references, and check completeness against submission requirements
- Send requests to sub-consultants and collect their pricing, forms, and documentation
- Maintain a current library of standard proposal documents (company profile, certificates, CVs, project descriptions)

Construction Administration Support

- Assist with construction-phase paperwork: payment certificates, change orders, meeting minutes, site review report distribution, project schedules, and closeout document tracking
- Log and track project correspondence, submittals, and deliverables

Document Control & Project Support

- Set up project folders on SharePoint/OneDrive, and keep filing, naming conventions, and version control consistent
- Keep project logs and track deliverable deadlines
- Make sure outgoing documents meet company formatting and quality standards

Bookkeeping & Financial Administration

- Handle day-to-day bookkeeping in QuickBooks Online: invoicing, A/R and A/P, expenses,



purchase orders, timesheets, and payroll
- Follow up on outstanding invoices and client payment portals
- Support budget tracking and expense reconciliation
- Help the external accountant with quarterly HST and annual filings

General Office Administration

- Manage the phones, general email, and incoming and outgoing mail and couriers
- Order office supplies and coordinate with vendors
- Schedule meetings and coordinate staff travel
- Other administrative tasks as assigned

Qualifications

- 2+ years in an administrative, contract administration, or office management role. Experience at an engineering, architectural, or construction firm is a strong asset.
- Completed secondary education in Canada. A post-secondary diploma or degree in business administration or a related field is preferred.
- Experience with government or institutional procurement, insurance certificates, WSIB, or security clearance processes is a strong asset
- Proficient with QuickBooks Online, MS Office (Word, Excel, Outlook), Adobe Acrobat (fillable forms, e-signatures), and Microsoft 365 (SharePoint, OneDrive)
- Strong organizational and time-management skills, with the ability to track multiple deadlines
- Professional, discreet handling of confidential corporate, financial, and personnel information
- A basic understanding of project management or construction contract processes is a plus
- Able to work in office in Etobicoke

Job Type: Full time Pay: From $25.00 per hour

Flexible language requirement

- French not required

Ability to commute/relocate:
- Toronto, ON M8V 3W7: reliably commute or plan to relocate before starting work (preferred)

Application question(s):
- Are you proficient in Quickbooks Online (A/R, A/P, corporate/HST taxes, reporting)

Experience:
- Administrative: 1 year (required)

Work Location: Hybrid remote in Toronto, ON M8V 3W7

📌 Office Administrator - Engineering (Toronto)
🏢 Dynamis Engineering
📍 Toronto