Administrative Assistant

Mann Engineering • Full-time • North York, ON, CA • 1d ago

Mann Engineering Ltd offers a comprehensive range of consulting, engineering, procurement, and construction services across various sectors of the energy market, including HVAC, boilers, automation, and alternative energy. The company specializes in delivering complete solutions for the design and construction of boiler plants, taking full responsibility for each project phase, from engineering and procurement to construction, operation, service, and maintenance. As a leader in the energy management industry, Mann Engineering Ltd provides advanced technologies and services for commercial, institutional, and industrial clients nationwide. Their expertise in project management and technology application helps clients create lasting value throughout the life cycle of energy assets.

Purpose of the Job

The administrative assistant will be responsible for running the office efficiently. The person should be experienced in managing the office and ensure that the company policies are always being adhered to. They will be responsible for the day-to-day activities in the office and will be reporting directly to the Manager.

1. Roles and Responsibilities:

The Administrative Assistant will be responsible to carry out the following duties:

Coordinate all office activities and ensure adherence to company policies
Coordinate staff meetings, maintain a record of the minutes and ensure the distribution of the agreed agenda to the team members
Schedule phone consultations and in person meetings of the clients and contractors to ensure the timely execution of the service
Handle and process all the incoming and outgoing communication and ensure the effective dissemination of the information
Provide general administrative support and maintain office equipment, supplies and place orders for replacement
Answer phone calls and respond to all new inquiries, maintain record and direct them to the responsible person, ensure the inquiry was dealt with by prioritizing with the level of urgency
Keep the database updated at all times and enter new information, generate regularly scheduled reports for the senior management
Carry out other administrative duties like filing, binding, scanning and maintaining filing systems.
Arrange the documents delivery and couriers and maintain records
Collect information from the files and update status, record and schedule work loads
Coordinate with the accounts for the client billing process
Project Coordination, including working with communicating and supervising suppliers, subconsultants and subcontractors.
Controls project costs by approving expenditures, administering contractor contracts
Prepares project status reports by collecting, analyzing, and summarizing information and trends, recommending actions
Maintains product and company reputation by complying with federal, provincial, and municipal regulations.
Monitoring of company solar projects.
Perform other relevant duties as per the business requirements

2. Education, Skills and Experience

High school education.
2 or more years of work experience in related field
Proficient with Microsoft Office Suite (MS Word, MS Power point, MS, Excel, and MS Outlook)
Able to speak, read and write in English language.
Excellent communication skills; interpersonal and presentation skills
Ability to be resourceful and proactive in dealing with issues that may arise.
Ability to organize, multitask, prioritize, and work under pressure.
Able to maintain confidentiality of company and employee profiles.

We are an equal employment opportunity employer and encourage candidates from diverse backgrounds and groups to apply for the position. Please contact us if you require any accommodation and we will ensure that appropriate arrangements are made to facilitate the process.

3. Working Conditions

The working hours will be Monday to Friday for 37.5 hours.
May be required to work some overtime hours to attend meetings or year end reconciliations.
Will report directly to the Manager.

4. Position Offers