Assistant Office Manager

We are seeking an energetic and driven Assistant Office Manager to play a crucial role in our fast-paced and innovative environment. As the main point of contact for subcontractors and clients, you will oversee daily administrative duties, manage project stages, and collaborate closely with our Proposals Manager and Accounting department. This is a fantastic opportunity to showcase your problem-solving skills, strategic thinking, and ability to work independently while contributing to our business's growth. If you thrive in a collaborative setting and are committed to making work more efficient and enjoyable, we want to hear from you!

Advantages
Our client is committed to creating a thriving and supportive work environment where you can excel and grow both professionally and personally. Here are some of the advantages of joining their team:

- Competitive Compensation
- Comprehensive Benefits: Enjoy a wide range of benefits, including extended health care, dental care, vision care, life insurance, and an RRSP match to secure your future.
- Professional Development: We prioritize self-development and continuous learning, providing opportunities to enhance your skills and advance your career.
- Team Collaboration: Join a team that values diversity, inclusion, and open-mindedness, where your ideas and contributions are recognized and valued.
- Innovative Projects: Engage in exciting projects that challenge your abilities and allow you to make a meaningful impact within the industry.

If you're passionate about what you do, thrive in a fast-paced environment, and enjoy working with a collaborative team, we would love to have you on board!

Responsibilities
Project Coordination (40%):

- Engage with clients, subcontractors, stakeholders, and project managers throughout all project phases, ensuring timely documentation.
- Relay pertinent information to both internal and external stakeholders.
- Attend design team meetings for contract reviews, internal project schedule approvals, and submissions, and record minutes when needed.
- Collaborate with engineers to ensure project accuracy and completion.
- Arrange mandatory site visits for RFPs and follow up on additional project-related documents.
- Manage incoming Purchase Orders/Change Orders and generate necessary purchase orders for subcontractors.
- Provide assistance with Electrical Safety Authority (ESA) plan applications and Building Permit Applications.
- Ensure timely renewals for insurance certificates, C of A, P.Eng. Licenses, and vehicle insurance.
- Maintain an up-to-date list of subcontractors and contractors.
- Arrange transportation and accommodation for out-of-town trips.
- Order supplies for the office, boardroom, lunchroom, and internal celebrations.
- Coordinate with Building Management for office-related issues and IT for system-related concerns.
- Assist with the calibration of instruments when necessary.

Marketing: RFP and Proposals (25%):

- Plan and oversee activities related to proposal preparation, ensuring compliance with submission requirements.
- Review proposal requests and develop the proposal structure and content.
- Coordinate proposal development activities, obtain quotes, and conduct final reviews and quality checks.
- Compile and edit standard proposal components and follow up on proposal results.
- Maintain a proposal-related database.
- Prepare Non-Disclosure Agreements for RFPs when necessary.
- Follow up with required subconsultants as provided by the principal.
- Search bid platforms for new opportunities.

Accounting Support (25%):

- Maintain and update client records in Unanet.
- Update the approved project list in Unanet and keep track of PO/COs.
- Collaborate with the accounting department to ensure accurate project billing and initiate corrective actions when needed.
- Follow up with clients for outstanding invoices and assist with other data entries as required.

Quality Assurance (10%):

- Support quality assurance audits and ensure an accurate filing system.
- Organize project structures and save associated documents.
- Complete forms in accordance with the quality assurance program.

Qualifications
Qualifications:

- Experience: 2-5 years in an administrative or office management role.
- Education: Completion of a bachelor’s degree or equivalent.
- Technical Skills: Working knowledge of Microsoft Office, PowerPoint, and Outlook.

Summary
If you meet all or most of the above-listed criteria, register for a Randstad account online if you have not yet registered, and please apply directly online. We appreciate all applicants and those interested in this opportunity.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.