Proposal and Office Administrator

24 hours ago

Toronto, Canada Krahn Full time

The Krahn Group of Companies is a full-service multi-discipline engineering firm specialized in commercial, industrial and residential development design. Over the past 35 years, we have established a reputation for providing the most innovative, comprehensive and cost-effective solutions to clients.

**Responsibilities**:
**Office Administration**
- Receive, screen, and respond to all telephone and in-person inquiries from clients, visitors, and other parties.
- Refer all inquiries to the appropriate staff across the organization.
- Maintain and monitor office and kitchen inventory levels and place orders when necessary.
- Provide information to staff about changes related to office and building operations.
- Organize and facilitate staff events and lunches and inform staff as necessary.
- Arrange and coordinate office seating chart and assist HR with onboarding and recognition activities as necessary.
- Arrange and receive mail and courier services.
- Assist staff in booking in-house or off-site meetings.
- Ensure Reception area is in an organized and presentable manner.
- Ensure that the appropriate evacuation procedures are carried out in the event of an emergency.
- Process letters and transmittals and coordinate printing and couriers.

**Proposals**
- Assist with new project set-up procedure and notify respective Discipline Leads of new projects.
- Maintain a list of projects and track their current status.
- Provide updates to Project Managers on the status of the various projects.
- Create and update marketing descriptions of projects for proposals.
- Aid in updating the personal biographies and resumes for the project team.
- Research client and project information to provide thorough and thoughtful proposals.
- Create and maintain proposal templates.
- Request land titles from municipalities.
- Assist with operational procedures for new projects.
- Collaborate on the preparation of proposals.

**Qualifications**
- Minimum of 1 year experience in an administrative environment and in a professional environment.
- Strong knowledge of general office duties involving customer services and procurement.
- Strong organization skills.
- Good analytical and problem-solving skills.
- Meticulous records maintenance skills.
- Excellent telephone manners and strong interpersonal skills.
- Effective written and verbal skills to communicate with all levels of the organization.
- A self-starter and team player.
- Strong customer service orientation.
- Proven expertise in the following software - Microsoft Outlook, Word, Excel, and Adobe Acrobat;
- Strong communication skills (written and verbal) and fluent English language and literacy skills as it applies to proofreading documents for requisite grammar and punctuation with excellent attention to detail.

**Perks and Benefits**
- Competitive compensation.
- Health and dental benefits.
- Beneficial tax savings with company supported RSP.
- Banked overtime.
- Professional development opportunities.
- Work-life balance.
- Reward and recognition policies.
- Monthly social events.

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