Administrative Assistant

Quality Engineered Solutions Ltd. is a multidisciplinary engineering consulting firm providing innovative, practical, and technically robust solutions to clients across industrial, commercial, and food sectors. Our team of engineers, designers, and specialists work collaboratively to deliver high-quality engineering services internationally.

Position Overview:

Quality Engineered Solutions is seeking to expand our team with a dynamic and experienced Administrative Assistant to support our internal operations and contribute to the smooth and efficient functioning of our team.

Key Responsibilities:

Office & Administrative Support

• Provide general office administration, including maintaining office supplies, handling mail/courier services, and coordinating with the building maintenance team.
• Manage calendars, schedule meetings, and coordinate travel logistics for engineering and leadership teams.
• Assist with document preparation such as reports, proposals, presentations, and correspondence following QES formatting standards.
• Support onboarding processes for new employees, including setting up workstations, accounts, and documentation packages.

Project & Technical Support

• Assist with project documentation control, including file organization.
• Assist in the preparation, formatting, and editing of engineering reports, technical submissions, and bid packages as directed by project managers.
• Enter, update, and maintain project information in databases, CRM tools, or project management platforms.
• Support proposal development through proofreading, assembling required attachments, and coordinating input from technical staff.

Financial & Business Support

• Maintain the accuracy of the company Enterprise Resource Planning (ERP) system.
• Process and track invoices, receipts, expense claims, and vendor documentation in collaboration with accounting.
• Assist with timesheet reminders, project code setups, and basic project budgeting support.
• Prepare month end and year end reports.
• Be first point of contact withe external accounting services.
• Be first point of contact with external IT services.
• Coordinate procurement activities such as obtaining quotes, issuing purchase orders, and tracking deliveries.

Communication & Client Coordination

• Serve as the first point of contact for visitors and incoming calls, providing professional and courteous service.
• Support client communication by scheduling meetings, preparing agendas, and distributing meeting minutes.
• Maintain confidentiality and professionalism while handling sensitive information for clients and internal stakeholders.
• Assist with document preparation such as reports, proposals, presentations, and correspondence following QES formatting standards.

Qualifications & Experience:

• Post-secondary education in office administration, business administration, or a related field preferred.
• 2+ years of administrative experience, ideally in engineering, construction, consulting, or a technical environment.
• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with MS Teams, SharePoint, or project management platforms considered an asset.
• Experience with ERP systems is a must.
• Excellent written and verbal communication skills, with a high attention to detail.
• Strong organizational and time-management abilities with the ability to manage multiple priorities.
• Ability to work independently and collaboratively in a fast-paced consulting environment.
• Professionalism, discretion, and strong interpersonal skills.

Why Join QES?

• Opportunity to work with a growing engineering consulting firm with a supportive team culture.
• Exposure to diverse projects across industrial, commercial, and food sectors.
• Professional development and career growth opportunities.
• Competitive compensation and benefits package.

Job Type: Full-time

Pay: $40,000.00-$50,000.00 per year

Benefits:

• Extended health care
• Paid time off
• RRSP match

Work Location: In person