Administrative Assistant (18 Month Contract)

Job Description

Job Description

Job Description

Are you a highly organized, detail-oriented professional with a passion for supporting dynamic technical teams? SBM is seeking a full-time Civil Administrative Assistant (18-month contract) within our Civil Engineering Department at our London office. In this role, you’ll play a key part in keeping our fast-paced Civil Engineering team running smoothly and efficiently. If you excel at bringing structure to complex projects, thrive in a collaborative environment, and enjoy creating and improving processes — we want to hear from you!

Company Summary:
Join the dynamic team at SBM, a leading multi-disciplinary engineering firm renowned for its innovative and collaborative approach to building solutions. With a vibrant culture that fosters personal growth and forward-thinking, we're on the lookout for passionate professionals to expand our team.

At SBM, our core values of drive, humility, and balance shape everything we do. We believe in ambitious goals, learning from one another while maintaining a healthy work-life harmony.

Located in London and Kitchener, SBM serves a diverse range of private and public sector clients across Southwestern Ontario. We offer a wide range of services including Geomatics, Planning, Ecology, Civil, Structural, Mechanical, and Electrical engineering. Our team of over 130 dedicated experts—including engineers, trainees, technologists, planners, and support staff—thrives in an energetic environment where creativity and collaboration are at the forefront.
If you're eager to grow and make an impact, SBM is the place for you!

Key Responsibilities:

• Project Set Up & Coordination
  • Coordinate end-to-end project setup, including database entry, file organization, billing terms, hour assignments, and kickoff meeting scheduling
• Communication & Support
  • Manage team calendars, support internal communications, and assist with new team member onboarding
• Document Preparation
  • Assist with creating and editing presentations, while maintaining and updating departmental documents and master templates
• Administrative Support
  • Provide administrative support through internal proposal follow-ups, meeting coordination, minute-taking, and submittal management with internal teams and external partners
• Resource & File Management
  • Maintain organized shared drive structures, update master templates, and manage key departmental documents with clear team communication.
• Event & Social Planning
  • Plan and schedule team events, including Lunch & Learns and social activities
• Additional Administrative Support
  • Assist with various administrative tasks as needed to support team efficiency and success

Skills & Qualifications:

• Diploma in Office Administration, Administrative Assistant, or equivalent experience preferred.
• 1 to 3 years in an administrative or similar role (Engineering or construction industry experience is a strong asset).
• Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams, with a strong aptitude for computer literacy required.
• Organized and detail-oriented with an ability to multitask, manage priorities, and maintain accuracy under deadlines.
• Excellent written and verbal communication, including proof-reading and editing.
• Ability to handle confidential information with integrity.
• Self-Motivated, adaptable, proactive, and able to work independently with minimal supervision.
• Ontario Class "G" license and access to reliable transportation for occasional travel within London and surrounding areas.

What We Offer:

This is a full-time temporary, in-office position. At SBM, we prioritize a positive work culture, believing that strong relationships with our employees lead to exceptional customer service and outstanding results for our clients.
Enjoy a balanced 40-hour workweek of 8am-5pm Monday-Thursday and an early finish at 2:30pm on Fridays. Join us in an environment where collaboration, support, and personal growth are at the heart of everything we do.

Employees Also Enjoy:

• Competitive Salary
• Paid Overtime
• Paid Sick Days
• Flex Time
• Engaging work environment
• Opportunity to build great relationships
• Career Growth and Development
• Regular Social and Team Buildings Events
• Passionate and enthusiastic team that encourages growth

To Apply:

All qualified applicants should apply through our online application system.

References are to be made available upon our request.

SBM is an equal opportunity employer. All suitably qualified applicants will receive consideration for employment in accordance with relevant governing laws. We thank all applicants but only those selected for an interview will be contacted. Throughout the selection process, accommodations for applicants with disabilities are available upon request. If required, please notify SBM.

SBM utilizes a third-party recruitment software to source, screen, and track applicants that may be subject to AI use. Outside of this, SBM does not actively use AI to screen, select, or hire candidates.

Date Posted: October 20, 2025
Posting Close: November 11, 2025
 

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