Halliwell’s global multidisciplinary experts provide reliable, independent technical evaluations to help clients make confident, informed decisions. From assessing complex failures and evaluating damage to developing cost-certain repair and replacement strategies, Halliwell delivers high-quality technical advice and actionable solutions that bridge the gap between complex damage and functional recovery.

The Administrative Support Officer provides essential administrative, organizational, and operational support to ensure the efficient day-to-day running of Halliwell. The role is responsible for coordinating office activities, managing documentation, supporting client communications, maintaining accurate records, and assisting with project administration, finance, and business operations. The successful candidate will play an important role in enabling Halliwell’s technical teams to deliver professional, timely, and high-quality services to clients.

Essential duties and responsibilities:

General Administrative Support

- Provide day-to-day administrative support to management, consultants, and technical teams.
- Manage incoming and outgoing correspondence, telephone calls, emails, and general enquiries.
- Prepare, format, proofread, and distribute letters, reports, presentations, and other business documents.
- Maintain organized electronic and physical filing systems to ensure accurate and effective document retrieval.
- Coordinate meetings, appointments, calendars, and internal communications.
- Assist with travel arrangements, meeting logistics, and other administrative requirements.
- Monitor office supplies and coordinate equipment, stationery, and general office requirements.





Project and Technical Administration

- Provide administrative support for technical assessments, investigations, consulting assignments, and client projects.
- Assist with the preparation, formatting, and distribution of technical reports, proposals, quotations, and supporting documentation.
- Coordinate project documentation, photographs, inspection records, and other relevant materials.
- Maintain accurate project records, databases, and document registers.
- Assist with tracking project deadlines, deliverables, appointments, and reporting requirements.
- Support the coordination of site inspections, client meetings, and consultant schedules.
- Ensure project documentation is appropriately organized, version-controlled, and stored in accordance with company procedures.
- Liaise with technical consultants to obtain information and assist with the timely completion of administrative tasks.

Client and Stakeholder Support

- Act as a professional first point of contact for clients, suppliers, contractors, and other stakeholders.
- Respond to routine enquiries and direct technical or complex matters to the appropriate team members.
- Assist with client onboarding, engagement documentation, and maintaining client contact records.
- Coordinate communications between clients, consultants, and internal departments.




- Provide timely follow-up on outstanding documents, approvals, and administrative requests.
- Maintain a high standard of customer service and ensure all communications reflect Halliwell’s professional reputation.

Finance and Accounts Administration

- Assist with preparing invoices, processing expense claims, and maintaining financial records.
- Support accounts payable and receivable processes, including tracking outstanding invoices and payments.
- Assist with purchase orders, supplier invoices, expense reconciliation, and general financial administration.
- Maintain accurate records of project costs, timesheets, expenses, and other financial information as required.
- Liaise with clients and suppliers regarding routine billing and payment enquiries.
- Support the preparation of financial reports and administrative information for management.
- Handle financial and commercial information confidentially and in accordance with company procedures.

Data Management and Record Keeping

- Maintain accurate client, supplier, employee, and project information across relevant systems.
- Enter, update, and verify information in databases, spreadsheets, and document management platforms.
- Ensure records are complete, accurate, accessible, and appropriately maintained.
- Assist with compiling operational reports, project summaries, and management information.
- Maintain confidentiality and comply with relevant privacy, data protection, and information security requirements.
- Identify opportunities to improve administrative processes, record keeping, and document management.

Office Operations and Team Support

- Assist wit

📌 Administrative Support Officer (Canada)
🏢 Halliwell
📍 Canada