Administrative Assistant – Operations & Business Support Tarra Engineering & Structural Consultants Inc. Employment Type: Full-time, Permanent On-site 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. 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 current 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. Provide day-to-day administrative support to management, engineering, monitoring, and project teams. 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. 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. Maintain proposal templates, corporate qualifications, project profiles, resumes, and other business development materials. 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. 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. 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). Minimum 3 years of relevant administrative, office coordination, or business su

📌 Administrative Assistant (Canada)
🏢 Tarra Engineering and Structural Consultants
📍 Canada