Administrative Assistant

Job Description – Administrative Assistant

Job Description:

Sky Sight Inc. is seeking a highly organised and proactive Administrative Assistant to join our team on a full-time, permanent basis.
This is an early-career, client-facing role requiring strong communication and organizational skills, attention to detail, and a high level of professionalism. The position involves office administration, operational support, and basic bookkeeping, with opportunities to take on increased responsibility and support additional areas of the business over time.

Key Responsibilities:

Serve as the first point of contact for clients, partners, and incoming inquiries (phone, email, and in-person)
Greet and welcome clients and visitors, offering refreshments including coffee, tea, and other beverages
Maintain a professional and organized office environment, including preparing meeting rooms,managing mail and deliveries, and office supplies
Manage calendars, schedule appointments, meetings, and site visits, and coordinate team members using project management software
Take meeting notes and track action items as required
Maintain organized physical filing systems, digital project file organization, and maintaining document naming standards
Support bookkeeping functions including preparing and tracking estimates, quotes, invoices, purchase orders, and payment receipts; assist with monitoring billable hours and preparing summary reports
Support the preparation and coordination of proposals and service agreements
Assist in creating presentations, marketing materials, and graphics
Assist in coordinating and scheduling content across social media, email marketing, and website channels
Maintain strict confidentiality when handling sensitive client information, financial data, contracts, and personnel matters
Requirements:
University degree or three-year college diploma in Business Administration, Commerce, Communications, Marketing, Management, Architecture, Architectural Technology, Interior Design, Engineering, or a related field
1+ year of experience in an administrative, customer service, office support role, or equivalent professional experience
Proficient in Microsoft Office 365 (Word, Excel, Outlook, Teams) and Adobe Acrobat Pro
Strong written and verbal communication skills
Highly organized with strong attention to detail
Polished, professional, and client-focused, with strong interpersonal skills and the confidence to communicate with clients, consultants, and business professionals.
Demonstrated ability to handle confidential information with discretion
Ability to manage multiple tasks and competing priorities in a fast-paced environment
Willingness to work flexible hours occasionally
Assets:
Experience or educational background in architecture, engineering, construction, or a related AEC field

Experience with project management software

Experience with financial administration and accounting - bookkeeping, invoicing, estimates, or payment tracking - using any relevant software
Proficiency in Adobe Creative Suite or similar graphic design tools

Experience with social media management and digital marketing platforms

About Us:

Sky Sight Inc. is an AEC consulting firm providing building design, engineering, building measurements, geospatial, surveying, and advisory services across residential, commercial, industrial, and mixed-use projects. Registered as a BCIN Design Firm with the Ministry of Municipal Affairs and Housing, we deliver practical, well-coordinated solutions through modern workflows, BIM, and advanced site data - in a collaborative, fast-paced environment where every team member is encouraged to contribute meaningfully from day one.
Salary: $50,000 per year, plus bonus
Extended Health, Dental, and Vision Benefits
Life and Critical Illness Coverage
RRSP Matching
Team events and company activities
Significant professional growth opportunities within a fast-growing firm

Location:

In-person at our Burlington office: 3325 Harvester Road, Unit 11, Burlington, Ontario, L7N 3N2.