Administrative Assistant – Operations & Business Support

Administrative Assistant – Operations & Business Support

Tarra Engineering & Structural Consultants Inc.
Location: Markham, Ontario
Employment Type: Full-time, Permanent
Work Arrangement: On-site

Tarra Engineering & Structural Consultants Inc. is an established engineering consulting firm specializing in structural and geostructural engineering, instrumentation and monitoring, and construction-related consulting services.

We support a diverse portfolio of infrastructure, commercial, residential, and institutional projects throughout the Greater Toronto Area and beyond.

As our business continues to grow, we are seeking a highly organized, technically proficient, and detail-oriented Administrative Assistant to support our operations, business development activities, and project teams.

The Administrative Assistant – Operations & Business Support plays an important role in the day-to-day operation of our business, supporting administrative functions, document production, proposal preparation, client communications, and information management.

We are looking for someone who is highly competent with modern business software, comfortable learning new applications, and capable of using technology to improve productivity and work quality.

The successful candidate will demonstrate strong written communication skills, excellent attention to detail, sound judgment, and the initiative to identify opportunities for process improvement.

This is not simply a data-entry or clerical position. We are seeking someone who takes ownership of assigned responsibilities, works independently, and produces accurate, professional work with minimal supervision.

• Provide day-to-day administrative support to management, engineering, monitoring, and project teams.
• Coordinate meetings, appointments, schedules, and internal communications.
• Respond professionally to telephone and email inquiries from clients, suppliers, and other stakeholders.
• Maintain accurate and organized electronic records, correspondence, project information, and administrative documentation.
• Assist with office operations, purchasing, supplies, and coordination of external service providers.
• Track assigned tasks, deadlines, and follow-up activities to ensure timely completion.

• Coordinate the preparation, formatting, proofreading, and distribution of professional proposals, quotations, expressions of interest, and other client submissions.
• Assemble proposal packages using approved company templates, technical input, project information, and supporting documentation.
• Review proposals for accuracy, completeness, consistency, formatting, spelling, grammar, and compliance with submission requirements.
• Maintain proposal templates, corporate qualifications, project profiles, resumes, and other business development materials.
• Track proposal deadlines, submissions, client communications, and follow-up activities.
• Support electronic proposal submissions through email, client portals, and other designated platforms.

• Maintain accurate client, contact, opportunity, and business development records within the company's Customer Relationship Management (CRM) system.
• Update opportunity stages, contact information, follow-up activities, and supporting documentation.
• Ensure CRM information is current, properly structured, and consistently maintained.
• Generate reports, lists, and summaries to support management and business development activities.
• Identify opportunities to improve data quality, workflow consistency, and administrative processes.

• Demonstrate advanced practical proficiency with Microsoft 365 applications, particularly Word, Excel, Outlook, and PowerPoint.
• Use SharePoint, Teams, and other collaboration platforms for document management, information sharing, and coordination.
• Prepare well-structured documents, spreadsheets, presentations, templates, and reports.
• Use software tools efficiently to organize information, track activities, and support operational workflows.
• Learn and adopt new business applications with minimal supervision.
• Assist in improving document templates, digital filing systems, and administrative workflows.

• Use approved AI-assisted productivity tools, such as ChatGPT or Microsoft Copilot, to support document drafting, proofreading, information…