Administrative Assistant

2 weeks ago

Toronto, Canada CMS Group Ltd Full time

CMS Group LTD. is a privately held Mechanical, Electrical & ICAT contracting services firm focusing primarily within the commercial real estate space. We are a rapidly growing organization across all divisions and are looking for a driven and competent Administrative Assistant to join our Mechanical division and assist in end to end administrative duties across the business. Your job duties will be inclusive but not limited to the following:


• Create, maintain and update spreadsheets inclusive of vehicle mileage, GPS tracking, gas card usage, preventative maintenance, inventory

• Assist in health & safety records & updates – organize training, liaise with external health & safety consultant, update records and certificates via online portal

• Assist with onboarding of new employees including initial training, certification \ clearance updating

• Assist with day to day office management including supply ordering and demand scheduling, invoice tracking and working with project coordination \ accounting to help maintain records

• Assist in fleet management inclusive of adding \ removal of vehicles

• Assist in pre-qualification processes and clearance procedures for CMS Group LTD.

• Create and implement continuous process improvement strategies for record keeping \ tracking methods

• Assist in managing the company phone plan and demand scheduling of new devices

• Liaise with external parties (IT provider, suppliers, health & safety boards, customers)

• Assist \ manage reception duties when necessary (serve as the back up when receptionist is out of office)

• Assist with workers compensation submissions

• Assist with corporate event planning and people & culture initiative

Assist in job costing and project administrative responsibilities


To be considered for the position candidates must possess the following skill set:

• Undergraduate degree or college diploma

• Strong skills in Excel and Microsoft Office *

• Exceptional communication and presentation skills

• Ability to work across different divisions and within a fast-paced entrepreneurial environment

• Minimum 1-2 years’ experience in a similar role


Please note that this is an in office position Monday to Friday, candidates must have access to a vehicle\ be able to commute easily to head office and be a permanent resident of Canada in order to be considered for the position.

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