Administrative Assistant

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Website Torstaff

Large engineering firm requires a detailed administrative Assistant to join their team.


:• Type, proofread, and format reports, letters, memos, etc. • Format and proofread specifications, update table of contents, create PDFs, combine PDFs, etc. • Coordinate project sign off letters with field technicians, designers, and project managers. • Assist with the coordination of site visits to complete field review reports, review, and format field review and close out documents in accordance with office standards. • Follow an organized filing/document management process for electronic and paper documents in an efficient manner. • Assist with office maintenance and operations. • Effectively and efficiently manage constantly changing priorities related to internal and external projects. • Assist in ensuring office supplies are appropriately stocked and coordinate supply orders as needed. • Ensure the office is maintained and professional in appearance. • Assist with the coordination of office events such as luncheons, leagues, social activities, etc. Reception: • Act as a backup to reception by: o Answering, directing, and relaying telephone calls to appropriate parties. o Greeting clients and third parties upon entry, representing Hammerschlag & Joffe Inc. in a professional and courteous manner. o Receiving courier packages and arranging for courier deliveries i.e., QA, FedEx or Purolator, etc. o Organizing and distributing mail/packages throughout the office. Fee Proposals (Requests for Proposals/Quotes): • Proofreading and formatting fee proposal writeups. Reviewing all calculations and ensuring accuracy. • Filing and organizing all fee proposal related documentation. • Maintaining and updating fee proposal excel sheet to track all fee proposal requests. • Create and edit promotional materials using Adobe InDesign.


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