Project / Administrative Assistant

Specializing in structural engineering, building science, structural restoration, structural glass engineering, parking facility design and building energy modelling, RJC Engineers (RJC) is one of Canada’s leading engineering firms. Recognized as an exceptional workplace, we mentor the next generation of Canada’s ‘best and brightest’ engineers and technologists. With offices and expertise across Canada, we challenge our people to push technical boundaries and provide leadership in our fields of practice, while providing services for clients and projects nationwide

We believe in taking care of our people and help them realize their full potential. RJC offers the opportunity to work in an engaging team environment where you will work on exciting and challenging projects, discover new and developing technologies, practices and techniques and where you will flourish in a culture of continuous learning and collaboration. Working under the guidance of leading technical specialists who broadly share their expertise, you will get to fine tune your skills and cultivate your expertise while being given the opportunity to pursue your professional goals.

Candidate Profile

As the successful candidate you will be responsible for project specific and team related administrative tasks. The focus of this position will be on assisting in the execution of and communication about projects. Great communication skills and fluency with software such as MS Word and Excel are required in this role.

Key Responsibilities:

Project Administration

• Supporting Project Engineers and technical staff in delivering and managing projects including word processing documents including proposals, engineering specifications, addendums, change orders, certificates of payment, letters and reports.
• Tracking of long term/repetitious project activities such as regularly scheduled reviews
• Tracking project deliverables and resources using software tools and input from the project team.
• Liaise with project teams to cohesively support the broader team.
• Assist with receiving, processing, sorting and filing of internal and external documents such as invoices, test reports, submittals, requests for information and related financial and contractual documents (letters, reports, proposals, design notes, drawings, meeting minutes, and promotional materials).
• Performs other administrative duties as may be assigned from time to time.

Other Administrative Tasks 

• Provide administrative support to the Managing Principal including calendar management and scheduling, travel requirements, report preparation, expense reports completion, and conferences and speaking engagement arrangements.
• Complete internal and external correspondence as directed.
• Compose, edit, proofread and produce word processing documents including letters, reports, business plans and other miscellaneous correspondence.
• Take minutes at meetings and distribute as appropriate.

Professional Qualifications:

Education:

• Minimum completion of High School Diploma; Post-Secondary certificate/diploma from an administrative assistant or office management program is considered an asset.
• 5 years previous office experience, preferably in professional services, construction or a project-oriented environment would be an asset.
• Intermediate skill level with Microsoft Word, Excel, PowerPoint and Adobe Acrobat
• Experience with Microsoft Dynamics CRM, Concur, Unanet & Newforma is an asset
• Must have an innate sense of responsibility, integrity and judgment with respect to handling confidential information at the highest level
• Working knowledge of database management.
• Excellent written and verbal communication skills.
• Focuses attention on detail and accuracy.
• Customer service oriented with exceptional phone and email etiquette.
• Fast learner with a desire to grow professionally and personally.
• Collaborative and communicative team player, but with ability to work independently under direction.
• Able to prioritize, multi-task and stay focused.
• Hard worker who readily and quickly assumes responsibility; who is punctual, dependable.
• Positive and respectful attitude.

Are you someone who exhibits our core attributes?

• Creative Mindset - provide new and diverse ideas
• Proactive Approach - take initiative and seek opportunities for growth
• Supportive Teamwork - promote an inclusive and respectful work environment and culture
• Trusted Advice - demonstrate integrity
• Lead With Purpose - empower, develop and support others to reach their full potential

What can we offer you?

• An inspiring workplace that supports its people and recognizes great work
• Stimulating, challenging projects and development opportunities to help you grow your skills and career
• Being part of a supportive and inclusive network of people that help each other reach their goals
• A comprehensive financial rewards program that recognizes your success, including eligibility for a performance-based bonus and share ownership program
• An extensive and generous benefits package including a $1000 Health Care Spending Account
• Maternity and Parental Leave Top-up Program
• Investing in your future, opportunity to become part of an employee-owned organization and eligible for RJC’s matching Registered Retirement Saving Plan (RRSP)

Attention Staffing & Recruitment Agencies: RJC Engineers, will not pay fees for recruitment activities related to the hiring of a candidate unless a written service agreement has been established between a duly authorized representative of our Corporate Human Resources department and the recruitment/placement firm. In addition, to qualify for recruitment fees, all candidate resumes must be submitted to RJC Engineers, through our Corporate Human Resources department. Resumes and profiles sent to our managers without the express agreement of our Corporate Human Resources department