Administrative Assistant Job Offer Letter jobs

S. Burnett & Associates Limited (SBA) is an established engineering and environmental consulting firm that has built a reputation for delivering professional project management and consultation services for Municipal, First Nation, and private sector clients. SBA is a company that values community, attention to our client’s needs, and excellence in our services. We strive to create a positive work/life balance to appreciate the hard work of our employees and provide a welcoming, encouraging, and inclusive work environment. At SBA, you will have the opportunity to work with a team of professionals who contribute to meaningful projects for communities across Ontario.

SBA is currently accepting resumes for a Tendering/Contracts Clerical Assistant on our Administration team. We are looking for a dynamic individual with a strong clerical background with an emphasis on construction and contracts to join our team full-time in this new position. Working at SBA can be a fast-paced environment that requires collaboration and engagement from multiple disciplines throughout project development. The successful candidate should be a self-starter, have exceptional verbal, written, and clerical skills, as well as be able to effectively provide administrative support utilizing various programs and software. SBA provides a hybrid environment, with both work-from-home and office attendance as required.

Responsibilities:

• Provide direct clerical and administrative support to the Contracts and Construction Management team and Contact Administrator(s).
• Create, organize, update, and maintain project documentation for Request for Tenders, Request for Proposal or Quotation, payment certificates, construction minutes of meeting, reports, letters, and other correspondence as necessary.
• Preparation of Front-End Tender documentation, compile and format specifications, and edit key information from tender documents and contracts.
• Assisting with collating and finalization and execution of contract documents and Issued for Construction documentation.
• Create and maintain document controls and branding, project folders, and organize documents according to company protocol to ensure all files are properly sorted and accessible.
• Clerical support for construction documentation, including: Payment Certificates, Change Orders, Site Instructions, Site Inspection Reports, minutes of meeting, and other documentation as needed.
• Track project deliverables and deadlines, ensuring timely completion of administrative and clerical milestones.
• Help maintain accurate records of construction activities and support documentation requests.
• Lead project close-out process with thorough documentation and filing.
• Track post-tender projects and update Outlook calendars.
• Manage logistics and calendars for internal meetings, site visits, and team schedules.
• Manage multiple departmental email inboxes, escalating issues as needed.
• Assist with general office coordination tasks on an as needed or requested basis.
• Coordinate travel arrangements, including hotel and transportation bookings for staff, as needed.
• Supporting the Office Administrator when required to assist with general administration duties including: reception, answering phones, filing, scheduling boardrooms and conference calls, and managing and receiving couriers, assist with office errands, ordering office supplies, travel planning and event coordination.
• Support management with additional tasks as needed.

Qualifications:

• Post-Secondary education in Office Administration or other relevant discipline and/or professional experience.
• Minimum of three (3) years of experience in a clerical or administrative role focusing on executing tendering documents, and/or the tendering process.
• Strong recordkeeping and archiving skills to support post-project documentation.
• High level of dependability and responsiveness, strong attention to detail and task ownership.
• Proficient with Microsoft Office Suite programs particularly Outlook, Excel, Word, and Teams.
• Proficient with Adobe Acrobat.
• Comfortable navigating tender contracts and specifications documentation.
• Exceptional organizational, administrative, and time management skills.
• Positive attitude and proactive problem-solving mindset.
• Ability to identify opportunities for process improvements and increased efficiency.
• Ability to manage multiple priorities under pressure and shifting deadlines.
• Clear, professional communication skills—both written and verbal.
• In-depth knowledge of Ontario design and technical specifications, standards, and guidelines (i.e. OPSS/CCDC) is considered an asset.
• Familiarity using Merx and Biddingo is considered an asset.
• Familiarity of NMS/OPS standards is considered an asset.
• Experience supporting field teams or construction managers is considered a strong asset.
• Prior experience in construction, engineering, or related industries is considered an asset.
• Flexibility to assist with occasional non-construction administrative duties as needed.

What We Offer:

• Competitive compensation.
• Hybrid work opportunities.
• Inclusive and employer paid benefits package.
• Additional fitness/wellness benefits.
• RRSP company matching plan.
• Hiring incentive for referred and hired employees.
• Yearly company events: friendly staff golf tournament, summer BBQ, Holiday party.
• We actively seek to develop relationships with a broad and diversified client base in the First Nation, Municipal, and Private sectors. We work on a variety of projects throughout Ontario and maintain close relationships with our clients to provide services as their communities grow. We encourage involvement in the community and support our local communities with initiatives, events and sponsorships.

How to Apply

We are an equal opportunity employer committed to valuing diversity and inclusivity in the workplace, and we welcome resumes from all qualified candidates. SBA will provide reasonable accommodations to applicants with disabilities throughout the entire recruitment, assessment, and selection process, as required. Should you require these accommodates, please send your resume to hr@sbaengineering.com. SBA does not utilize Artificial Intelligence (AI) technology or programs when screening, assessing, or selecting candidates for our available positions.

Job Types: Full-time, Permanent

Pay: $60,000.00-$70,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Application question(s):

• Are you legally entitled to work in Canada?

Education:

• DCS / DEC (preferred)

Experience:

• Job Related: 3 years (preferred)

Work Location: Hybrid remote in Orangeville, ON L9W 5G4