General Admin. Assistant
4 weeks ago
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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