Administrative Assistant

We are seeking a professional, organized, and dependable Administrative Assistant to join our engineering design firm. This position plays an important role in supporting daily office operations, assisting project teams, and helping ensure that administrative and project-related tasks are completed accurately and efficiently. The ideal candidate is detail-oriented, proactive, comfortable working in a fast-paced professional environment, and able to communicate effectively with staff, clients, consultants, and vendors.

Responsibilities include:

• Provide administrative support to engineers, project managers, designers, and company leadership
• Prepare, format, proofread, and organize documents, reports, proposals, letters, meeting notes, and project correspondence
• Manage calendars, schedule meetings, coordinate conference calls, and assist with internal and external communications
• Maintain organized electronic and physical project files, contracts, records, drawings, reports, and other office documentation
• Assist with proposal preparation, including assembling forms, resumes, project descriptions, qualifications, and supporting materials
• Support project coordination by tracking deadlines, organizing deliverables, and helping team members maintain required documentation
• Perform data entry, maintain spreadsheets, update logs, and assist with basic reporting as needed
• Answer phones, greet visitors, coordinate mail and deliveries, and provide professional front-office support
• Order office supplies, maintain common areas, and assist with general office organization
• Communicate with clients, vendors, subconsultants, and internal staff in a professional and timely manner
• Assist with billing support, timesheet tracking, expense documentation, and other administrative tasks as assigned

Qualifications:

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
• Strong organizational skills and excellent attention to detail
• Clear written and verbal communication skills
• Ability to prioritize multiple tasks and manage deadlines
• Professional, reliable, and positive attitude
• Ability to work independently while also supporting a team-oriented environment
• Comfortable learning new software, systems, and office procedures
• Previous experience in an engineering, architecture, construction, design, or professional services environment is preferred but not required

This is a great opportunity for someone who enjoys being a key part of an office team and wants to contribute to the success of engineering and design projects. The Administrative Assistant will help keep the office organized, support project delivery, and serve as an important resource for both internal staff and external contacts.

Note:

• Dhillon Engineering, Inc. will not accept unsolicited CVs through recruitment agencies. This post is currently the only acceptable method of applying.