Administrative Assistant - Geomatics

Your Opportunity

Our Geomatics group is seeking a full-time, highly motivated, and adaptable Administrative Assistant to join our Ottawa office. In this role, you will have the opportunity to work alongside a group of multidisciplinary professionals to help support the operations of the business center. 

Your Key Responsibilities

• Supporting the business development team by preparing proposals, tenders, and keeping pursuits on track 
• Provide professional administrative, operational and project related assistance to the management team within the Geomatics group
• Perform general office duties including, but not limited to: proof reading and formatting correspondence, use of company templates and ability to customize them for a particular use if needed, assisting with proposal preparation, scheduling meetings, organizing/maintaining office files, processing and preparing submittal packages
• Complete land titles searches using Geowarehouse and Terraview
• Preparing reports and financial data
• Invoice processing, timecard administration, equipment charge-outs and expense claim completion
• Maintaining a well-organized electronic and paper filing system and overall record management
• Manage proposal pursuit information on the company Pipeline
• Adding and updating resumes on the internal company directory

Your Capabilities and Credentials

You are an effective “team player” who has an ability to work with little or no supervision, multi-task and can work effectively in an environment with competing priorities and confidential/sensitive issues.  As a self-motivated individual, you excel at working independently and also enjoy a team environment. 

Additional qualification details include:

• Proficiency in MS Office applications and presentation support tools, specifically Excel (intermediate/advanced), Word, Outlook, PowerPoint and Adobe Acrobat Pro
• Proven experience developing responses to detailed requests for proposals (RFPs)
• Experience and ability in learning and adapting to programs and processes quickly
• Excellent organizational and time management skills
• Excellent written and verbal communication and interpersonal skills 
• Good understanding of how to create, maintain and retrieve information quickly and effectively
• Strong writing skills, including proofreading skills and typing accuracy
• Must have the ability to work independently and in cooperation with a larger regional team. 
• Enjoy working with different personality styles and management levels, both in person and across geographies.
• Must thrive working assertively in a deadline-driven environment
• Previous exposure to projects in the AEC services sector is desirable, with land surveying / geomatics experience strongly preferred

Education and Experience

• Minimum 5 years’ administrative and project coordination experience within a consulting company

Typical office environment working with computers and remaining sedentary for long periods of time.

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.

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