ADMINISTRATIVE ASSISTANT, PROJECTS
Full-Time Position
Salary: $50,000–$70,000 annually, plus profit sharing
Hours: 37.5 hours per week
Work Arrangement: Primarily in-office, with some flexibility for hybrid work
THE OPPORTUNITY
We are looking for a motivated and detail-oriented Administrative Assistant, Projects to support our growing team. This role combines project administration, general office coordination, and day-to-day bookkeeping responsibilities. We are looking for self-starter who enjoys variety in their work, has strong organizational skills, and is comfortable supporting both administrative and financial processes in a busy professional environment.
Key Responsibilities
Project Administration & General Support
• Prepare, edit, format, and finalize documents, including engineering reports, proposals, letters, memos, emails, certificates for payment, and contract documents (CCDC).
• Distribute completed documents to clients, contractors, and other external contacts.
• Create and maintain spreadsheets, tracking documents, and administrative records.
• Enter and maintain accurate information in project management and tracking software.
• Coordinate meetings, appointments, and schedules.
• Support project managers and management with administrative tasks, ensuring deadlines are met and information is accurate.
• Assist with company events, and business development activities.
Accounting support
• Assist with day-to-day bookkeeping activities, including accounts receivable.
• Generate quarterly marketing reports, ensuring client data is accurate and up to date
• Work with the accounting and management teams to ensure financial information is accurate, complete, and up to date.
Office Administration
• Greet visitors, clients, and couriers in a professional and welcoming manner.
• Coordinate office maintenance, service requests, and repairs.
• Order and maintain office supplies and equipment if needed.
• Manage incoming and outgoing mail and deliveries.
• Provide general administrative support to ensure the office operates efficiently.
KNOWLEDGE, SKILLS AND QUALIFICATIONS
• Diploma or certificate in Business Administration.
• Minimum 3 years of relevant experience in administration.
• Previous experience with accounts payable, accounts receivable, invoicing, and basic bookkeeping practices an asset.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Experience with Adobe Acrobat and/or PDF-XChange.
• Demonstrated ability to prepare and format professional documents, including reports and correspondence.
• Ability to handle confidential financial and business information with professionalism and discretion.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Strong interpersonal skills and a collaborative, team-oriented attitude.
• Ability to work independently and adapt to changing priorities in a fast-paced environment.
WE WILL PROVIDE
• Competitive salary plus health benefits, health care spending account, and pension contributions.
• Cell phone plan reimbursement plus annual allowance for work clothing and equipment.
• Investment in employee training including training modules, onsite training, lunch and learns, and safety certifications.
• One-on-one mentorship meetings with senior team members to develop short- and long-term career goals and chart a customized path for your career development.
Synergy Partners welcomes and encourages applications from people with disabilities. Accommodation is available on request for candidates taking part in the selection process.
For more information, please contact Michelle Donaldson at mdonaldson@synergypartners.ca.