Administrative Assistant

1 week ago

North York, Canada UTES Design&Build Full time

Job Title: Office Manager / Administrative Assistant

Location: Greater Toronto Area (GTA), Ontario

About Us:
UTES Design&Build is a fast-growing engineering/architectural consulting firm with projects across the Greater Toronto Area (GTA). We are a team of six engineers, designers, and project managers specializing in residential and commercial projects, including new construction, alterations, extensive renovations, commercial renovations, engineering, architectural design, and project management. Due to high workloads and our commitment to delivering exceptional service to our clients, we are seeking a highly organized and efficient Office Manager / Administrative Assistant to join our team. This role is vital in supporting our operations and ensuring the smooth running of our office.

Job Overview:
Key Responsibilities:

- **Timesheet Management**:

- Collect, review, and process staff timesheets.
- Ensure accuracy and completeness of timesheet entries.
- **Billing/Invoices**:

- Prepare and send project bills/invoices to clients.
- Track and follow up on outstanding invoices.
- **Bookkeeping**:

- Maintain financial records and perform basic bookkeeping tasks.
- Reconcile bank statements and manage accounts payable/receivable.
- **Administrative Support**:

- Manage phone systems, direct calls, and take messages as needed.
- Provide administrative support to various departments within the organization.
- Assist with payroll processing and maintain accurate records.
- Handle office tasks such as filing, data entry, and correspondence.
- Support clerical duties including photocopying, scanning, and organizing documents.
- Marketing coordination; marketing materials preparation; coordinating marketing platforms including Google Ads, Instagram, FB, etc.
- Assist in team management by coordinating schedules and appointments.
- Serve as a file clerk by organizing and maintaining physical and digital files.
- Support human resources functions such as scheduling interviews and onboarding new employees.
- **Coordination**:

- Coordinate with project managers and accounting functions to ensure smooth workflow.

Qualifications:

- Proven experience as an office manager, administrative assistant, or in a similar role.
- Experience in construction, consulting, engineering, or architectural firms preferred.
- Strong organizational skills and the ability to multitask.
- Excellent attention to detail and accuracy.
- Proficiency with Microsoft Office (Word, Excel, Outlook) and QuickBooks accounting software.
- Strong communication skills, both written and verbal.
- Basic knowledge of accounting principles and bookkeeping.
- Familiarity with payroll processes and record-keeping.
- Experience with phone systems operation.
- Exposure to human resources functions is a plus.

**Skills**:

- Phone systems
- Administrative
- Payroll
- Office management
- Clerical
- Team management
- QuickBooks
- File management
- Human resources

**Benefits**:

- Competitive salary.
- Paid time off.
- Opportunities for professional development.

How to Apply:
We look forward to hearing from you

Pay: $18.65-$28.47 per hour

Flexible language requirement:

- French not required

Ability to commute/relocate:

- North York, ON M2N 0G3: reliably commute or plan to relocate before starting work (preferred)

**Experience**:

- QuickBooks: 1 year (required)
- Bookkeeping: 1 year (required)

Work Location: In person

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