Job Overview
King EPCM is a civil engineering firm in Markham. We work on municipal grading, servicing and the infrastructure around buildings rather than the buildings themselves. This role sits at the centre of how the firm runs day to day: you will support the Principal Engineer directly, keep the firm’s administration moving across departments, and keep the office itself running well.
It is a single-holder seat, which means real scope and real visibility. In a firm of our size, the person in this role sees accounting, procurement, hiring and engineering delivery. Few administrative roles offer that view.
You will report to the Chief Operating Officer, who owns accounting, human resources and administration, and you will work directly with the Principal Engineer as his executive assistant. You will be accountable to two senior people for different parts of the job.
Beyond that, you will work with the whole firm — engineering staff on documentation and deliveries, the accounting function on approved purchases, and external vendors and suppliers. There are no layers between you and the people who make decisions here. If you need an answer, you can go and get one the same day.
Job Duties
- Take pride in protecting the Principal Engineer’s time — triaging his inbox and making calendar decisions within clear boundaries he sets, so that only genuine judgment calls reach him.
- Keep the firm’s paperwork moving across departments — purchase order filing, approved credit card purchases reconciled with accounting, and long-lead-time orders tracked and followed up before they become a schedule problem.
- Build reliable support for the engineering team — deliveries, documentation and the administrative work that otherwise pulls engineers away from project delivery.
- Run first-stage hiring screening against written criteria, assembling shortlists with notes and candidate materials attached.
- Maintain the office as a place that works — supplies, food, deliveries, cleanliness, vendor coordination and daily readiness, handled before anyone has to ask.
- Grow into more complex and higher-profile work over time — the long-term direction of this seat is full executive assistant scope, where your read on a situation carries weight and you help decide what earns the Principal Engineer’s attention.
Expectation
By 90 days
- Proven experience in office administration or clerical roles with strong organizational skills.
- You are working from our decision flowcharts and making calls inside the boundaries you have been given.
- You are delivering hiring shortlists screened against written criteria, with notes and materials attached.
- You are asking specific, well-framed questions when something is not clear — early, rather than after the fact.
By 6 months
- You are protecting the calendar proactively, telling the difference between what earns the Principal Engineer’s time and what does not.
- You are tracking purchase orders and long-lead-time items ahead of escalation rather than in response to it.
- You are executing approved purchases and reconciling them with accounting cleanly.
- You need noticeably less day-to-day direction than you did at 90 days on the same kinds of work.
By 12 months
- You are managing the Principal Engineer’s attention with very little daily direction.
- You are comfortable saying when something is not working, and doing it on the merits rather than by reflex.
- You are building routing rules, templates and small procedures that nobody asked you for.
- You are improving how our screening and administration work, not only carrying it out.
Requirements
- You ask a specific question when something is not clear, rather than guessing at it or waiting to be walked through it step by step.
- You read an established method before acting on it, and you apply it as written.
- Once the direction and the boundaries are clear, you get on with the work independently.
- You take direct, frequent feedback well. There is a lot of it early on, and it is about the work rather than about you.
- You are reliable on a fixed on-site schedule.
- You have supported a senior decision-maker directly, with some room to make decisions on their behalf.
- You have worked to written criteria or written procedures without step-by-step supervision.
- You have demonstratable prior experience performing all of the three (3) core areas of work: executive assistance, administration work, and office coordination.
- You are comfortable in the basic Microsoft Office suite — Outlook, Teams, OneDrive, Word and Excel. Everything else we use, we will teach you.
- You hold a valid Ontario driver’s licence and have access to a personal vehicle, used for occasional office errands.
- You are legally eligible to work in Canada and Work Permit not to expire within 24 months.
Considered an asset, not required: Mandarin or Cantonese in addition to English; prior experience in a civil engineering, architecture or construction office; familiarity with QuickBooks or a project management platform such as Teamwork.com; purchase order and procurement follow-up experience.
Join us to be part of a dedicated team that values proactive support and operational excellence! This role offers a rewarding environment where your organizational talents will directly contribute to the success of our projects and company growth.
Pay: $25.00-$28.00 per hour
Expected hours: 40.0 per week
Benefits:
- Casual dress
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care
Application question(s):
- Do you live in in Southern Ontario or GTA, and available to start working immediately (2-3 weeks)?
- Are you legally allowed to work in Canada? Is your current work permit valid for more than 24 months from now?
- Do You have a valid driver's license and your own reliable vehicle?
Work Location: In person
