Administrative & Financial Assistant
Top Benefits
About the role
About Us
We are a growing engineering firm focused on delivering high-quality projects and delivering innovative and sustainable solutions across various sectors. Our team is dedicated to excellence in project execution, client service, and fostering a collaborative work environment. We are looking for an organized and proactive Administrative & Financial Assistant to join our team, ensuring efficient day-to-day operations and supporting essential administrative tasks and financial functions.
Job Summary
The Administrative & Financial Assistant will play a key role in maintaining the smooth operation of office activities while supporting some basic financial processes. This role involves a mix of administrative, clerical, and financial support to ensure our office is efficient and compliant with both company and regulatory standards. This position will report directly to the Chief Administrative Officer and work closely with both the administrative and financial team.
Key Responsibilities
Administrative Duties
-
Supports day-to-day operations by performing administrative tasks for manager, department, or team
-
Handle all project administration duties including project setup, document control and associated tracking and reporting, update and maintain departments proposal tracking
-
Prepare and edit documents, reports, presentations, and proposals as needed.
-
Accurately input and update data in databases, CRM systems, and spreadsheets, ensuring all records are current.
-
Maintain accurate project documentation, including files and reports
-
Perform data entry tasks to ensure all project information is up-to-date and accessible
-
Act as the point of contact for the internal teams, ensuring timely communication and follow-ups.
-
Provide general administrative support to the management and project teams, including ad-hoc requests and assisting with presentations or reports.
-
Manage and organize office files, records, and correspondence
-
Support the finance and operations management team by organizing documentation, preparing reports, and coordinating project timelines.
-
Work as a member of the administrative support team, assist with coordinating activities, supporting initiatives, and working to develop, improve, and standardize work processes
-
Answer and route incoming calls and emails, directing them to the appropriate departments.
-
Provide excellent customer support by addressing inquiries and resolving issues promptly
-
Assist in organizing company events, team sessions, and other internal functions.
-
Provide back up to the Office Administrator
Financial Support Tasks (as needed basis)
-
Assist with data entry and reconciliation in financial systems (e.g., QuickBooks or other accounting software).
-
Assist with accounts payable, including timely and accurate vendor invoice processing and payment processing.
-
Assist with accounts receivable; including prepare invoice, payment processing and follow up on outstanding accounts receivable
-
Provide back up to the Office Administrator/HR and Proposal Coordinator
Technology & Systems Management
-
Utilize modern accounting and office management software to streamline administrative and financial processes.
-
Manage digital filing systems, ensuring all records are properly organized and easily accessible.
-
Troubleshoot minor IT issues, liaising with external support when necessary.
Requirements
Experience
- Minimum 3-5 years of experience in a combined administrative and financial role, preferably in an engineering or technical environment.
Education
- A diploma or degree in office administration, business administration, accounting, or a related field.
Skills
-
Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with accounting software (e.g., QuickBooks) is preferred.
-
Strong organizational skills, with an emphasis on quality output, and attention to detail.
-
Excellent written and verbal communication skills.
-
Familiarity with project management tools and document management systems.
-
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
-
Effective communication and interpersonal skills, collaborative mindset with the ability to work independently and as part of a team
-
Ability to follow through and complete overlapping projects
-
Ability to handle confidential information with discretion
-
Basic knowledge of bookkeeping and financial principles
Preferred Qualifications
-
Experience with engineering or technical firms is a plus.
-
Strong problem-solving skills and a proactive approach to administrative challenges
-
Familiarity with project management software and digital record-keeping systems
Benefits
-
Competitive salary and benefits package.
-
Opportunities for professional development and training.
-
Flexible work environment in a supportive, collaborative team setting.
Salary range: $55,000-65,000
Administrative & Financial Assistant
Top Benefits
About the role
About Us
We are a growing engineering firm focused on delivering high-quality projects and delivering innovative and sustainable solutions across various sectors. Our team is dedicated to excellence in project execution, client service, and fostering a collaborative work environment. We are looking for an organized and proactive Administrative & Financial Assistant to join our team, ensuring efficient day-to-day operations and supporting essential administrative tasks and financial functions.
Job Summary
The Administrative & Financial Assistant will play a key role in maintaining the smooth operation of office activities while supporting some basic financial processes. This role involves a mix of administrative, clerical, and financial support to ensure our office is efficient and compliant with both company and regulatory standards. This position will report directly to the Chief Administrative Officer and work closely with both the administrative and financial team.
Key Responsibilities
Administrative Duties
-
Supports day-to-day operations by performing administrative tasks for manager, department, or team
-
Handle all project administration duties including project setup, document control and associated tracking and reporting, update and maintain departments proposal tracking
-
Prepare and edit documents, reports, presentations, and proposals as needed.
-
Accurately input and update data in databases, CRM systems, and spreadsheets, ensuring all records are current.
-
Maintain accurate project documentation, including files and reports
-
Perform data entry tasks to ensure all project information is up-to-date and accessible
-
Act as the point of contact for the internal teams, ensuring timely communication and follow-ups.
-
Provide general administrative support to the management and project teams, including ad-hoc requests and assisting with presentations or reports.
-
Manage and organize office files, records, and correspondence
-
Support the finance and operations management team by organizing documentation, preparing reports, and coordinating project timelines.
-
Work as a member of the administrative support team, assist with coordinating activities, supporting initiatives, and working to develop, improve, and standardize work processes
-
Answer and route incoming calls and emails, directing them to the appropriate departments.
-
Provide excellent customer support by addressing inquiries and resolving issues promptly
-
Assist in organizing company events, team sessions, and other internal functions.
-
Provide back up to the Office Administrator
Financial Support Tasks (as needed basis)
-
Assist with data entry and reconciliation in financial systems (e.g., QuickBooks or other accounting software).
-
Assist with accounts payable, including timely and accurate vendor invoice processing and payment processing.
-
Assist with accounts receivable; including prepare invoice, payment processing and follow up on outstanding accounts receivable
-
Provide back up to the Office Administrator/HR and Proposal Coordinator
Technology & Systems Management
-
Utilize modern accounting and office management software to streamline administrative and financial processes.
-
Manage digital filing systems, ensuring all records are properly organized and easily accessible.
-
Troubleshoot minor IT issues, liaising with external support when necessary.
Requirements
Experience
- Minimum 3-5 years of experience in a combined administrative and financial role, preferably in an engineering or technical environment.
Education
- A diploma or degree in office administration, business administration, accounting, or a related field.
Skills
-
Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with accounting software (e.g., QuickBooks) is preferred.
-
Strong organizational skills, with an emphasis on quality output, and attention to detail.
-
Excellent written and verbal communication skills.
-
Familiarity with project management tools and document management systems.
-
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
-
Effective communication and interpersonal skills, collaborative mindset with the ability to work independently and as part of a team
-
Ability to follow through and complete overlapping projects
-
Ability to handle confidential information with discretion
-
Basic knowledge of bookkeeping and financial principles
Preferred Qualifications
-
Experience with engineering or technical firms is a plus.
-
Strong problem-solving skills and a proactive approach to administrative challenges
-
Familiarity with project management software and digital record-keeping systems
Benefits
-
Competitive salary and benefits package.
-
Opportunities for professional development and training.
-
Flexible work environment in a supportive, collaborative team setting.
Salary range: $55,000-65,000