Receptionist/Administrative Assistant

About us

TWS ENGINEERING LTD. Consulting Engineering Structural, Mechanical, Electrical, Civil

Administrative Assistant/Reception

Reporting to the Senior Vice President, Finance & Business Development, the Administrative Assistant contributes to the efficient day-to-day operations of the TWS Engineering office and supports the work of management and other staff. Knowledge of the engineering industry would be beneficial.

Responsibilities

1. Reception
   • Answer general phone inquiries in a professional and courteous manner
   • Setup of new phone extensions as needed
   • Phones are to be forwarded to another staff member when receptionist is away from desk.
   • Direct phone inquiries to the appropriate staff member, reply to general information requests with the accurate information
   • Greet visitors to the organization in a professional and friendly manner
2. Office Administration
   • Provide project administrative support to management and staff
   • Preparation of Building Schedules
   • Proficient use of computer word processing, spreadsheet, and DELTEK database software
   • Preparation, editing and issuance of fee proposals and RFP’s
   • Setting up “Opportunities”
   • Prepare building permits and occupancy letters for engineers
   • Maintain a list of employee key fob holders complete with all of the necessary information forwarded to Austin Security when there are staff changes.
   • Sort incoming mail, faxes, and deliveries for distribution
   • Prepare and send outgoing mail, and packages
   • Forward incoming general e-mails to the appropriate staff member
   • Relay voice mail from the general mailbox to the appropriate staff member
   • Data entry and upkeep of the organization's databases, ensuring a high level of accuracy
   • Maintain the Job Description Manual using OneNote for this position defining all areas of responsibility and procedures enabling the functionality of this position.
   • Responsible for booking the boardroom; clean up and set up prior to meetings and setting up conference calls for participants if required.
   • Maintain the office telephone Voicemail Greetings as necessary (i.e.- change office voicemail greeting during holidays)
   • Set up new employees’ telephone extensions and update Staff Phone List
   • Other duties may be assigned as necessary.

Qualifications

• The ability to communicate clearly in English is required.
• MUST have a minimum of 8-10 years’ experience preferably in an engineering environment.
• MUST have a commitment to attention to detail in all facets of work – this is ESSENTIAL.
• Advanced Proficiency in the use of computer programs for:
• Microsoft Office Suite (Word, Outlook, Excel & OneNote)
• Database Management & Internet
• Proficiency in the use of office equipment:
• Computer, Voice messaging systems, Fax, Photo copier

The Administrative Assistant will demonstrate competence in the following areas:

• Relationships: Maintain positive working relationships with others, both internally and externally.
• Communication: Excellent oral and written communication skills.
• Needs Assessment: Anticipate, understand, and respond to the needs of staff and other clients to meet or exceed their expectations.
• Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness; ability to undertake self-directed tasks when necessary.
• Organization: Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement actions plans and monitor progress towards goals; and ability to make clear, timely decisions.

Job Type: Full-time (40 hours per week)

Pay: $20.00-$25.00 per hour

Expected hours: No less than 40 per week

Benefits:

• Casual dress
• Dental care
• On-site parking
• Vision care

Schedule:

• 8 hour shift

Application question(s):

• MUST be accurate with grammar, spelling, attention to detail. MUST understand engineering office dynamics. Ability to format documents essential. Advanced Proficiency with Microsoft Office - WORD, EXCEL, etc. MUST read the Qualifications in the Job Information and understand this is key to receiving employment. EXPERIENCE fitting our needs is a MUST or your application will be denied.

Education:

• Secondary School (preferred)

Experience:

• administrative assistant: 6 years (preferred)
• receptionist: 6 years (preferred)

Work Location: In person