General Admin. Assistant

1 month ago


Mississauga, 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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