General Admin. Assistant

4 weeks ago


Mississauga ON, Canada RocMar Engineering Inc. Full time

Position / Title: General Administrative Assistant

RocMar Engineering Inc. is a structural, forensic, building science and environmental consulting engineering firm based in Mississauga, and serving all of Ontario. We are looking for a General administrative assistant who will be providing administration and HR support, to ensure efficient operations of the office and coordinating day to day administrative duties.

Job Description:

 

· Provide general administrative support to Administration and HR, including answering phone calls, taking messages, and acting as the main point of contact for all internal and external inquiries.

· Handle email correspondence, promptly sending required documents to clients, and ensuring compliance with relevant regulations and protocols.

· Provide exceptional customer service to clients by addressing inquiries and concerns regarding project status, reports, site visits, outstanding invoices, etc.

· Assist with setting up new projects, invoicing, preparing, and monitoring invoices, and accounts receivables.

· Obtain Fire Department Authorization Forms from property owners and Fire Incident Reports from the city or fire services.

· Monitor and inventory fire evidence storage levels, anticipate invoicing needs, follow up, and monitor invoices for fire evidence storage from receiving to disposal.

· Organize files by loading photos and uploading relevant documentation.

· Maintain detailed records of communication and payment status.

· Receive, sort, distribute, and prepare mail and courier packages.

· Assist with marketing efforts, maintaining clients in Salesforce.

· Assist with social media efforts for LinkedIn, Instagram, and Facebook, etc.

· Maintain filing systems.

· Maintain strict confidentiality when handling sensitive information.

· Perform other internal company duties as assigned.

 

Qualifications, Skills and Experience:

 

· Bachelor’s degree or post secondary education;

· Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular);

· Canadian work experience is required;

· Knowledge in BQE software applications is a plus;

· Proven experience in administrative support roles;

· Knowledge of office management systems and procedures;

· High degree of attention to detail and problem-solving skills;

· Strong organizational skills with the ability to multi-task;

· Ability to maintain confidentiality of records and client information;

· Possess excellent communication skills (verbal & written);

· Work independently with minimum supervision.

· A cover letter must be submitted with your application.



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