Administrative Assistant

Are you passionate about designing solutions that shape vibrant, welcoming communities? Do you thrive in a collaborative environment? We are currently seeking an Administrative Assistant to join our Corporate Division to work out of our London office.

MTE Consultants is a multidisciplinary engineering firm that has been shaping Ontario since 1985 with offices in Kitchener, Burlington, Toronto, London and Stratford. Our services include civil and structural engineering, building and environmental science, geotechnical engineering, and land surveying.

As a 100% employee-owned company, our growth is driven by our commitment to client satisfaction and shared accountability. We collaborate with clients to enhance the communities where our friends, families, and neighbours live and work.

• Provide administrative support, including transcription of field notes, formatting, proofreading, printing, copying and compiling of various reports, proposals, letters, drawings and other related documents, ensuring all documentation meets client specifications, project requirements and MTE standards, for a variety of engineering projects
• Process photos and create project-related files, ensuring adherence to MTE standards
• Compile background information for engineering proposals and ensure submission meets requirements and is made prior to the deadline
• Work closely with project managers to prepare project schedules, setup time frames, breaking projects into doable tasks, as needed
• Collaborate with project managers and a team of engineering professionals to ensure accurate and timely billing to clients
• Assist with ad-hoc reporting to respond to client inquiries or to perform internal analysis;
• Compile large files and format for distribution
• Coordinate couriers for hard copy document distribution
• Coordinate and schedule the Division Manager’s attendance at meetings and events, preparing meeting agendas as required
• Screen and prioritize incoming mail, emails and voicemails for the Division Manager
• Respond to and draft routine communications for the Division Manager, as directed
• Coordinate logistics for meetings and attend as required; record and distribute meeting minutes
• Coordinate travel arrangements for the Division when required
• Maintain and revise, as required, divisional and corporate forms and templates
• Required to assist the receptionist during lunch breaks, vacation and assigned as needed
• Other related duties, as assigned

• Post-Secondary education in an Office Administration, Business Administration, Engineering Technology or a related field
• Minimum one year of related experience
• Experience working within an engineering or science related environment is preferred
• Strong interpersonal skills involving an ability to problem solve and resolve conflict in varied interactions with external clients and internal staff
• Ability to exercise tact and discretion in dealing with confidential issues
• Ability to take initiative and to multi-task in a fast-paced environment, characterized by changing priorities while attending to details
• Strong written and verbal communication and comprehension skills
• Organizational and time management skills
• Accuracy and attention to detail
• Familiarity with general office equipment including multi-line phone systems, photocopiers, binding machines, etc.
• Advanced computer skills including Microsoft Office applications (Word, PowerPoint, Excel and Outlook) and ability to learn new computer programs or software

• You’ll work on impactful projects, engaging in private sites, land and public development projects across Stratford, Huron County and beyond. From site development to municipal infrastructure upgrades, our work transforms local communities into safer, healthier, and more vibrant places
• Multi-Disciplinary Expertise:
  Collaborate with engineers from various disciplines, scientists, and surveyors to broaden your skill set
• 100% Employee-Owned firm with opportunities for you to purchase shares
• Competitive compensation, benefits, RRSP matching, Wellness Spending Account and performance bonuses
• Training and professional development opportunities
• Reimbursement for annual professional…