Administrative Assistant – Operations & Business Support

Tarra Engineering & Structural Consultants Inc.
Location: Markham, Ontario
Employment Type: Full time, Permanent
Work Arrangement: On-site

About Us

Tarra Engineering & Structural Consultants Inc. is an established engineering consulting firm specializing in structural and geostructural engineering, instrumentation and monitoring, and construction-related consulting services.

We support a diverse portfolio of infrastructure, commercial, residential, and institutional projects throughout the Greater Toronto Area and beyond.

As our business continues to grow, we are seeking a highly organized, technically proficient, and detail-oriented Administrative Assistant to support our operations, business development activities, and project teams.

Position Overview

The Administrative Assistant – Operations & Business Support plays an important role in the day-to-day operation of our business, supporting administrative functions, document production, proposal preparation, client communications, and information management.

We are looking for someone who is highly competent with modern business software, comfortable learning new applications, and capable of using technology to improve productivity and work quality.

The successful candidate will demonstrate strong written communication skills, excellent attention to detail, sound judgment, and the initiative to identify opportunities for process improvement.

This is not simply a data-entry or clerical position. We are seeking someone who takes ownership of assigned responsibilities, works independently, and produces accurate, professional work with minimal supervision.

Key ResponsibilitiesAdministrative & Operational Support

- Provide day-to-day administrative support to management, engineering, monitoring, and project teams.
- Coordinate meetings, appointments, schedules, and internal communications.
- Respond professionally to telephone and email inquiries from clients, suppliers, and other stakeholders.
- Maintain accurate and organized electronic records, correspondence, project information, and administrative documentation.
- Assist with office operations, purchasing, supplies, and coordination of external service providers.
- Track assigned tasks, deadlines, and follow-up activities to ensure timely completion.

Proposal Preparation & Business Development Support

- Coordinate the preparation, formatting, proofreading, and distribution of professional proposals, quotations, expressions of interest, and other client submissions.
- Assemble proposal packages using approved company templates, technical input, project information, and supporting documentation.
- Review proposals for accuracy, completeness, consistency, formatting, spelling, grammar, and compliance with submission requirements.
- Maintain proposal templates, corporate qualifications, project profiles, resumes, and other business development materials.
- Track proposal deadlines, submissions, client communications, and follow-up activities.
- Support electronic proposal submissions through email, client portals, and other designated platforms.

CRM & Information Management

- Maintain accurate client, contact, opportunity, and business development records within the company's Customer Relationship Management (CRM) system.
- Update opportunity stages,



contact information, follow-up activities, and supporting documentation.
- Ensure CRM information is current, properly structured, and consistently maintained.
- Generate reports, lists, and summaries to support management and business development activities.
- Identify opportunities to improve data quality, workflow consistency, and administrative processes.

Software Applications & Digital Productivity

- Demonstrate advanced practical proficiency with Microsoft 365 applications, particularly Word, Excel, Outlook, and PowerPoint.
- Use SharePoint, Teams, and other collaboration platforms for document management, information sharing, and coordination.
- Prepare well-structured documents, spreadsheets, presentations, templates, and reports.
- Use software tools efficiently to organize information, track activities, and support operational workflows.
- Learn and adopt new business applications with minimal supervision.
- Assist in improving document templates, digital filing systems, and administrative workflows.

Artificial Intelligence & Process Improvement

- Use approved AI-assisted productivity tools, such as ChatGPT or Microsoft Copilot, to support document drafting, proofreading, information organization, and other appropriate administrative activities.
- Apply sound judgment when reviewing AI-generated content, verifying its accuracy, completeness, and suitability before use.
- Follow company policies and guidelines regarding AI usage, confidentiality, client information, intellectual property, and data security.
- Identify opportunities to use AI, automation, and other digital tools to improve efficiency, reduce repetitive work, and strengthen document quality.
- Participate in the development and implementation of improved administrative processes, templates, and quality control practices.

Quality & Document Control

- Ensure administrative documents and client-facing materials meet company standards for quality, accuracy, consistency, and professionalism.
- Maintain appropriate document naming conventions, version control, and electronic filing practices.
- Support the ongoing development and maintenance of company procedures, forms, and quality management documentation.
- Assist with document control and administrative activities associated with the company's Quality Management System (QMS).

Qualifications & Experience

Required Qualifications

- Minimum 3 years of relevant administrative, office coordination, or business support experience.
- Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint, including document formatting, templates, spreadsheets, and professional correspondence.
- Experience working with a CRM system and maintaining customer, contact, or business development information.
- Experience preparing, formatting, proofreading, and distributing professional business documents, proposals, or similar submissions.
- Excellent written and verbal English communication skills, including strong spelling, grammar,



and proofreading abilities.
- Demonstrated ability to learn and use new software applications efficiently and independently.
- Strong organizational skills, attention to detail, and the ability to manage multiple competing priorities.
- Ability to work independently, take initiative, solve routine problems, and follow assignments through to completion.
- Professional judgment and discretion when handling confidential business and client information.

Preferred Qualifications

- Administrative experience within an engineering, architectural, construction, or other professional services organization.
- Familiarity with CRM platforms such as Zoho Bigin, Zoho CRM, HubSpot, or similar applications.
- Experience with SharePoint, Microsoft Teams, and cloud-based document management systems.
- Practical experience using AI productivity tools such as ChatGPT or Microsoft Copilot in a professional environment.
- Experience coordinating technical proposals, RFP/RFQ submissions, and client documentation.
- Familiarity with project management, time tracking, or professional services business applications.
- Experience supporting quality management systems, document control, or ISO 9001 processes.

Personal Attributes

The successful candidate will demonstrate:

- Technical confidence: Comfortable working with software, troubleshooting routine issues, and learning new applications.
- Attention to detail: Produces accurate, properly formatted, and thoroughly reviewed work.
- Initiative: Identifies what needs to be done and takes appropriate action without constant direction.
- Accountability: Accepts responsibility for assigned tasks, deadlines, and the quality of completed work.
- Adaptability: Open to new tools, technologies, processes, and improved ways of working.
- Professionalism: Communicates clearly, respectfully, and effectively with colleagues, clients, and external partners.
- Continuous improvement mindset: Looks for practical ways to improve efficiency, consistency, and overall work quality.

Why Join Tarra?

- Competitive compensation commensurate with experience and qualifications.
- Benefits package.
- Opportunity to contribute to a growing and established engineering consulting business.
- Exposure to major infrastructure and development projects.
- Opportunities to develop skills in business applications, AI-assisted workflows, document management, and quality systems.
- Collaborative work workplace with opportunities to take ownership of meaningful responsibilities.

How to Apply

Please submit your resume outlining your relevant administrative experience, software proficiency, and experience with CRM systems, proposal preparation, and modern productivity tools.

We encourage applicants to provide examples of how they have used technology, process improvements, or AI-assisted tools to improve the efficiency or quality of their work.

Tarra Engineering & Structural Consultants Inc. is an equal opportunity employer. Accommodations are available throughout the recruitment process upon request.

Job Type: Full-time

Pay: $65,000.00-$72,000.00 per year

Benefits:

- Dental care
- Extended health care
- Paid time off

Education:

- Bachelor's Degree (preferred)

Experience:

- Administrative: 2 years (preferred)

Language:

- English (required)

Work Location: In person

📌 Administrative Assistant – Operations & Business Support (Markham)
🏢 Tarra Engineering and Structural Consultants
📍 Markham