Office & Project Administrator

**Office & Project Administrator**

**Location**: Hamilton, Ontario

**Job Type**: Full-Time, Primarily In-Office, Occasionally Work from Home
**Salary Range**: $55,000 - $60,000 annually
**Reports To**: Principal Engineer / Project Engineers
**Start Date**: Flexible
------------------------------------------------------------------------------------
- **Company Overview**

John G. Cooke & Associates is a consulting structural engineering firm with a unique focus on the preservation and rehabilitation of historic buildings. Our work blends technical engineering with cultural stewardship, and we are proud to contribute to the conservation of Canada’s built history.

We are looking for a **versatile and detail-driven Office & Project Administrator** to join our team. This role is central to the success of our operations—supporting engineers, providing executive support, managing client communications, and ensuring that our administrative systems run smoothly. You’ll work closely with engineers, clients, and external partners to ensure the seamless execution of both internal operations and external deliverables.
------------------------------------------------------------------------------------
- **What You’ll Do**

**Administrative and Office Operations**
- Maintain office supply inventory and liaise with vendors and service providers
- Maintain digital filing and project tracking systems
- Monitor bidding platforms (e.g., MERX, Biddingo) and assist in the preparation of submission packages
- Liaise IT provider, insurer, and other service providers, as required
- Assist with time and expense tracking for staff and the principal engineer
- Schedule and coordinate internal and external meetings, manage calendars
- Organize travel and accommodation for staff, as required
- Support internal meetings by preparing agendas, taking minutes, and tracking action items
- Collaborate with the finance team as required

**Project and Client Coordination**
- Assist with the preparation, formatting, and submission of engineering reports
- Monitor project timelines and update internal tracking systems
- Maintain organized project folders and ensure compliance with document control standards
- Track and prepare tender submissions and monitor bidding platforms
- Liaise with clients regarding invoicing, documentation, and scheduling
------------------------------------------------------------------------------------
- **What You Bring**

**Education & Experience**
- Diploma or degree in Administration, Project Coordination, Communications, or a related field
- 2-4 years of experience in a similar role, ideally in a technical or consulting environment
- Experience with document formatting, client communication, and project tracking
- Experience supporting senior leadership and managing confidential information

**Skills**
- Strong organizational and time management skills
- Excellent written and verbal communication
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Proficiency in Microsoft SharePoint is an asset
- Familiarity with project management tools and document control systems
- Ability to work independently and as part of a team
- High attention to detail and a proactive approach to problem-solving
------------------------------------------------------------------------------------
- **What We Offer**
- Competitive salary: $55,000 - $60,000 annually
- Comprehensive benefits package including health, dental, and life insurance
- Paid vacation and personal days
- Paid parking
- A collaborative and respectful work culture
------------------------------------------------------------------------------------
- **Join Our Team**
-------------------------------------------------------------------------------------**Indeed Summary**

**Job Types**: Full-time, Part-time, Permanent

Pay: $55,000.00-$60,000.00 per year

Expected hours: 30 - 37.5 per week

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Mileage reimbursement
- Paid time off
- Work from home

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Language**:

- English (preferred)

Work Location: In person