Executive Administrative Assistant

5 days ago

Toronto, Canada T.Smith Engineering Inc. Full time

About Us: T. Smith Engineering Inc. is a structural forensic, building science and environmental engineering firm that specializes in forensic examination and analysis of building failures, damage assessment, and design for restoration of properties (inclusive of residential, commercial and industrial buildings) that have been subjected to large losses. This includes but is not limited to fire damage, water damage, tree impact/vehicle impact damage and oil spills. Join our dynamic structural engineering firm, renowned for delivering innovative solutions in the field of engineering. We pride ourselves on our commitment to excellence, precision, and client satisfaction.


Position: Executive Administrative Assistant


We are seeking a highly organized and seasoned Executive Administrative Assistant to support our team of engineers and project managers. The ideal candidate will be proficient in BQE software and Microsoft Office, discreet in handling sensitive information, and open to undertaking collection activities.


Key Responsibilities:


Project Management Support:

  • Manage the monthly intake of 75+ projects, recording project data, and maintaining electronic information using BQE software.
  • Coordinate project communications including initial correspondence with clients, scheduling site visits, and preparing and sending project documents, building plans, and permits.
  • Ensure accurate and timely communication with clients and stakeholders.


Administrative Tasks:

  • Participate in project management meetings, focusing on project progress and timelines.
  • Manage billing operations, ensuring accuracy and efficiency.
  • Oversee the timely processing of client invoices and maintain comprehensive financial records.
  • Identify inefficiencies in billing processes and implement corrective actions to streamline operations.


Client Relations:

  • Collaborate closely with operations teams to resolve billing disputes and enhance customer satisfaction.
  • Implement strategies to streamline the collections process, reducing overdue accounts and increasing on-time payments.
  • Provide leadership, training, and mentoring to billing staff, ensuring the highest standard of excellence in billing practices.


Executive Support:

  • Directly support the President and Vice President with administrative tasks, calendar management, and correspondence.
  • Assist in preparing reports, presentations, and meeting agendas for the executive team.
  • Handle confidential information with the utmost discretion and professionalism.


Qualifications:

  • Proven experience as an Executive Administrative Assistant, preferably in the engineering or construction industry.
  • Proficiency in BQE software and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Exceptional organizational and time-management skills.
  • Strong communication and interpersonal abilities.
  • Discretion and confidentiality in handling sensitive information.
  • Experience in managing billing operations and financial records.
  • Ability to identify and implement process improvements.


Why Join Us:

  • Be part of a forward-thinking company with a focus on innovation and excellence.
  • Work in a collaborative and supportive environment.
  • Opportunities for professional growth and development.
  • Competitive salary and benefits package.


How to Apply: Interested candidates are invited to submit their resume and cover letter to Please include "Executive Administrative Assistant Application" in the subject line of your email.


Application Deadline: June 17, 2024

We look forward to welcoming a dedicated and proficient Executive Administrative Assistant to our team

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