Administration & Operations Coordinator (Part-Time)

Applications will only be considered through our application intake form:

? https://lnkd.in/gZDyTppF

Remote (Ontario Preferred) 24 Hours Per Week $21.00 - $26.00 per Hour

About Eternity Engineering

Eternity Engineering is a growing structural engineering firm providing consulting services throughout Ontario and across Canada.

We are seeking a highly organized, positive, and proactive Operations & Administration Coordinator to support our leadership team and help keep company operations running efficiently.

This position combines bookkeeping, proposal administration, project coordination, CRM management, workflow tracking, and general business support. The successful candidate will play a key role in maintaining organization across the company while supporting our engineers, project managers, and leadership team.

The ideal candidate enjoys taking ownership, staying organized, communicating with clients and contractors, and ensuring tasks are completed accurately and on time.

Key Responsibilities

Bookkeeping & Financial Administration

- Client and project setup in QuickBooks Online
- Invoice preparation and issuance
- Accounts receivable tracking
- Expense reconciliation using Dext
- Client collections follow-up
- Support weekly financial review meetings

Proposal Administration

- Coordinate incoming proposal requests
- Review project information and prepare proposal drafts
- Maintain proposal tracking systems
- Issue approved proposals through company systems

Project & Operations Coordination
- Maintain CRM and project records
- Track project progress and upcoming milestones
- Follow up with clients, contractors, and consultants
- Coordinate scheduling and site visit requests
- Assist with workflow management using Microsoft Planner

Administrative Support





- Support company leadership and technical staff
- Monitor shared inboxes
- Maintain project and company records
- Track training, licensing, and compliance requirements

Requirements

Required

- Minimum 5 years of bookkeeping and administrative experience
- Strong QuickBooks Online experience
- Experience with accounts receivable and collections follow-up
- Strong Microsoft 365 skills (Outlook, Word, Excel, Teams)
- Excellent organizational and communication skills
- Ability to work independently in a remote setting
- Dedicated home office with reliable internet access

Preferred

- Diploma or Certificate in Accounting, Bookkeeping, Business Administration, Office Administration, or related field
- Experience with Dext
- Experience with CRM software
- Experience working within engineering, architecture, construction, or professional services firms

Schedule

This position is for 24 hours per week.

The successful candidate may work one of the following schedules:

- Tuesday to Thursday, 9:00 AM to 5:00 PM
- Monday to Thursday, 9:00 AM to 3:00 PM
- Tuesday to Friday, 9:00 AM to 3:00 PM

Schedule flexibility may be considered for the right candidate.

Working Environment

- Remote position
- Dedicated home office required
- Secure handling of confidential financial and client information required
- Company computer and equipment may be provided to the successful candidate

Who We're Looking For

We're looking for someone who is:

- Positive and optimistic
- Highly organized
- Detail-oriented
- Accountable and dependable
- Professional and trustworthy
- Comfortable communicating with clients and contractors
- Interested in becoming a long-term member of a growing team

How to Apply

Applications will only be considered if submitted through our Application Intake Form.

Applications submitted directly through LinkedIn or Indeed will not be reviewed.

Apply Here:

- ? https://lnkd.in/gZDyTppF

📌 Administration & Operations Coordinator (Canada)
🏢 Eternity Engineering
📍 Canada