Our current administration team is small, limited to our office manager and our accountant. As our administration is the lead communicator of any incoming calls and emails to THA, it is imperative that any member of this team possess strong communication skills and confidence.
Being a smaller firm with minimal office staff means that there are limitless opportunities to learn new tasks and develop your skills and career.
Requirements for the position:
- Experience working in an office setting
- Organized and detail oriented
- Good customer service skills
- Proactive and flexible
- Good written and oral communication skills
- Working knowledge of Microsoft programs (Word, Excel, Outlook, PowerPoint)
- Experience with Adobe Design Suite (InDesign, Photoshop, Illustrator) an asset
- Access to a vehicle mandatory
Job functions include:
- Reception: Attend to incoming phone calls and walk-ins, open and distribute incoming mail, manage the phone system and general voicemail box.
- General Office Duties: Order office supplies, schedule office maintenance, manage project lists (annually, open and complete lists) and all files (accounting and project files/open and closed files), track consultant insurance and Indemnity insurance. Run errands as required. Arrange for courier pickups.
- Project Duties: Assist with pre-qualifications and tenders, create and modify specifications and contract documents.
- Human Resources: Set up new employees (email and phone ext., arrange for photo to be taken), arrange for staff birthday cakes. Respond to resume inquiries which come in via the “THA” email.
- Accounting: Reimbursable expense report and petty cash tracking monthly, tracking and following up on direct invoices, entering timesheets in Quickbooks.
- IT: Managing shared project email folders, following up when internet/photocopier/scanning is down, troubleshooting as required.
- Proposals: Working with one of the partners, prepare and submit proposals and material relating to proposals. Following up on proposal submissions. Checking Merx and Biddingo for bid opportunities. Arrange for photo shoots of required projects and maintain the photo library.
- Marketing and advertising: Responsible for the Christmas mail-out, promotional material, advertising, website articles, award nomination submissions, and creating CVs for new employees.
- Special Events: Organize & manage special events such as our annual Christmas function, trips away from the office, Lunch & Learns, etc.
- Website: Update THA website content as required (adding new project profiles, news articles, new employees)
- Special Projects: As required.