Administrative Assistant – Office Support for Engineering Teams

About the role

Our St. John’s office is seeking a proactive, digitally‑confident Administrative Assistant to act as the operational backbone for our municipal engineering teams. You will be the first point of contact for clients and visitors while keeping project teams organized and on schedule.

Key responsibilities

• Welcome clients, vendors and visitors, creating a professional and positive first impression.
• Manage incoming calls, enquiries and direct them to the appropriate team member.
• Coordinate meetings, shared calendars, client presentations and office events.
• Arrange travel, prepare itineraries and handle expense documentation for project staff.
• Format and circulate letters, reports, proposals and specifications.
• Maintain digital project records, proposal trackers and filing systems.
• Support meeting preparation, record decisions and ensure follow‑up items are tracked.
• Keep shared office areas organized, stocked and coordinate routine services.

Required profile

• Experience in administration, office coordination, customer service or similar roles involving frequent interaction with people.
• Strong written and verbal communication skills.
• Proven ability to learn new technology quickly and troubleshoot routine digital issues.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Microsoft SharePoint

What we offer

• Competitive salary with comprehensive health, dental and pension benefits.
• Generous vacation allowance and parental‑leave top‑up.
• Health spending account, wellness incentive and education subsidies.
• Paid overtime or banked time‑in‑lieu, public transit subsidy and community‑volunteering incentive.
• Opportunities for career growth, mentorship and exposure to diverse engineering projects.