Job description:
We are seeking a detail-oriented and organized Part-Time Office Administrative Assistant to support our daily office operations. The successful candidate will assist with administrative tasks, bids and tenders tracking, invoice follow-up, audit preparation, project coordination, and client communication. The ideal candidate will have strong organizational skills, the ability to manage multiple priorities, and a commitment to providing excellent customer service.
Duties
- Manage front desk operations, greeting visitors and providing exceptional customer support.
- Handle incoming calls and inquiries, directing them to the appropriate personnel.
- Monitor bids, tenders, and RFPs to identify business opportunities.
- Maintain bid and tender tracking logs, ensuring deadlines, submission requirements, and supporting documents were accurately managed.
- Research and track project opportunities through procurement platforms, municipal portals, and industry websites.
- Follow up with clients regarding payment status and account inquiries.
- Support internal and external audits by organizing records, maintaining documentation, and ensuring compliance requirements are met.
- Coordinate with technicians and project staff to monitor progress and ensure timely completion of assigned work.
- Perform basic account reconciliations, verifying invoices, expenses, and payment records for accuracy.
- Communicate with clients, suppliers, and internal team members to support project coordination and issue resolution.
- Maintain organized filing systems for both physical and electronic documents.
- Assist in organizing meetings and events, including scheduling and logistics.
- Ensure the office environment is always welcoming and professional.
- Collaborate with team members to improve administrative processes and workflows.
Additional Information
- Potential for full-time employment based on performance and business requirements.
Requirements
- Proven experience in an administrative role or similar position.
- Bid & Tender Management and Market Opportunity Monitoring
- Client Relations & Payment Follow-up
- Audit Preparation & Compliance Support
- Project & Work Order Coordination
- Excellent customer service and client communication skills.
- Time Management & Multitasking
- Strong attention to detail and problem-solving abilities.
- High school diploma or equivalent; additional qualifications in administration or related fields are advantageous.
- Experience with QuickBooks and a general understanding of bookkeeping practices are considered assets but are not required.
If you are organized, proactive, and enjoy working in a collaborative environment, we encourage you to apply and become a valued member of our team.
Job Type: Part-time
Benefits, eligible after probation period:
- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- On-site gym
- On-site parking
Schedule:
Education:
- Secondary School (required)
Work Location: In person
Pay: $15.00-$18.00 per hour
Expected hours: 3.0 – 4.0 per week
Experience:
- Administrative: 2 years (preferred)
Work Location: In person
