Administrative Assistant

1 week ago

Toronto, Canada MV SHORE ASSOCIATES (1993) LIMITED Full time

**M. V. SHORE ASSOCIATES (1993) LIMITED** is a mechanical and electrical consulting engineering firm that provides services to the building industry. Our company is acknowledged in the field of high-rise residential building design, with expertise in long-term care buildings, commercial buildings, high-rise and low-rise office buildings, and municipal buildings.

**Job Summary**

We are seeking an individual who will demonstrate a high degree of professionalism with excellent communication, independence, organizational & written skills, who has a strong sense of attention to details, to join our team as a full-time administrative assistant and will be reporting to the Office Manager.

**Duties & Responsibilities**
- Responsible for receiving and distributing all incoming and outgoing shop drawings, ensuring they are properly processed and organized into the correct project folders
- Contacting clients/project teams for clarification/troubling shooting as it relates to the shop drawing process
- Assist the Field Supervisor daily with drafting reports, receiving and filing documents, information finding, and issuing letters as needed
- Performing basic bookkeeping task such as entering of weekly timesheets, biweekly employee expenses, invoicing of monthly site visits/meetings and disbursements and issuing of monthly statements to clients
- Ensure main photocopier/fax/printer is equipped with supplies and in-charge of contacting the vendor for repairs and maintenance requirements
- Overseeing any maintenance concerns of the office facilities through tenant services
- Responsible for ordering supplies such as: coffee & tea, office supplies, business card, letterhead and envelopes with company logo, Pitney Bowes supplies etc. and making sure all items are properly organized and well stocked on a weekly basis
- Ensuring the kitchens and boardroom are kept tidy and stocked with supplies
- Assist in planning office events and team building functions etc.
- Provide administrative support to management and other staff and be an effective teammate and flexible in adjusting to changing work priorities
- Assist in other duties as assigned when needed

**Knowledge & Requirements**
- 3+ years of experience as a receptionist/administrative assistant
- Excellent verbal and written communication skills
- **Must be** reliable, mature, flexible, resourceful, and have a professional attitude with a strong work ethic
- Effective team player who has the ability to multi-task, work under pressure and manage tight deadlines, ability to use initiative and self-managing skills to work independently with mínimal direction, respond effectively and have time-management skills
- **Must be proficient** in MS Office products such as Word & Excel as well as QuickBooks desktop; and advance proficiency in proofreading, spelling, punctuation and grammar is mandatory

Please submit your resume and cover letter for consideration**.** Only those qualified will be contacted. In person interviews or virtual will be scheduled for those short-listed.

Thank you for your interest.

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Life insurance
- On-site gym
- On-site parking
- Vision care

Schedule:

- Monday to Friday

**Education**:

- Secondary School (required)

**Experience**:

- administrative assistant: 3 years (preferred)
- receptionist: 3 years (preferred)

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