About this role
*Overview* DEI Consulting Engineers Inc. (DEI) is a professional mechanical and electrical consulting engineering firm providing services to architects and building owners in the building service industry since 1999. With a comprehensive list of completed projects ranging from residential, education, institutional, recreational, and commercial, DEI has the experience to provide full-service mechanical and electrical consulting for any development, building, or client.
*Role Overview* As an Administrative Assistant your role would involve working with our existing administrative team and our engineering staff to process and manage a variety of written and verbal correspondence specific to the construction industry. This correspondence would include editing specifications based on mark-ups from the engineering team, preparing and formatting change notices, addendums, supplemental instructions, and site reviews, processing shop drawings, maintenance manuals, etc.
This is a growth position and not for an existing vacancy.
The successful candidate will be required to:
* Assist engineering staff with the preparation and formatting of a variety of construction-related documents, including change notices, addenda, supplemental instructions, site review reports, specifications, letters, reports, and other project documentation. * Process shop drawings, maintenance manuals, and other incoming and outgoing project documents. * Serve as the primary administrative resource for the office, independently managing daily office operations and ensuring the office remains organized, professional, and efficiently run. * Coordinate office vendors, maintenance requests, courier services, and supply orders. * Monitor office inventory levels, order office supplies, and replenish stock as required. * Support employee onboarding activities and assist with office-wide communications and initiatives. * Greet and direct visitors, receive and distribute packages, and perform general reception duties. * Assist with planning and organizing office events, including purchasing supplies, event setup and teardown, clean up, and waste disposal. * Perform general office duties, including maintaining common areas, managing recycling and garbage removal, cleanup of the coffee station/kitchenette area, purchasing snacks and refreshments, and arranging copier service appointments. * Prepare waybills and package materials for shipping and courier services. * Maintain and reconcile petty cash records.
*Qualifications*
This position is suited to an individual with excellent interpersonal, organizational, and communication skills, both written and verbal. The successful candidate will be responsible for supporting engineering staff, managing daily office operations, and interacting professionally with clients, vendors, and other stakeholders. The ability to manage competing priorities, exercise sound judgment, and adapt to changing demands in a fast-paced environment is essential.
The ideal candidate will possess a Diploma or Certificate in Office Administration and previous experience in an administrative role. Experience within the construction, engineering, architectural, or consulting industry is considered a strong asset.
The successful candidate will demonstrate:
* A Diploma or Certificate in Office Administration or a related field. * Previous experience in an administrative office environment; experience within the construction, engineering, architectural, or consulting industry is considered an asset. * Exceptional verbal and written communication skills, with the ability to interact professionally and effectively with clients, consultants, contractors, vendors, and other stakeholders. * Strong organizational and time management skills, with the ability to prioritize multiple tasks, manage competing demands, and consistently meet deadlines. * Proficiency with Microsoft Office applications, particularly Word and Outlook, as well as PDF editing software an