General Admin. Assistant
1 month ago
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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