Fishburn Sheridan Kingston Inc. (www.fsaeng.com) is the Kingston branch of Fishburn Sheridan Canada (FSA). We are a medium-sized engineering firm specializing in building envelope, roof, and structural design projects. Our team of more than 40 staff in six branches boasts over 150 years combined experience providing a range of services, including preventative maintenance programs, assessment, design, construction administration and quality assurance inspection associated with renovation, alteration, and new construction projects. FSA provides unparalleled expertise in investigations, assessment and resolving engineering problems relating to roofs, building envelopes, building enclosures, and building structures. We are noted for our experience, state-of-the-art equipment, techniques, and for our independent and unbiased approach to building construction and performance issues.
At FSA we offer a competitive salary and benefits package, flexible terms, commitment to professional development and a dynamic team atmosphere. Don’t miss your chance to become a member of our team!
The Role
Job Title: Administrative Assistant
Location: Kingston
Employment Type: Full-Time / Full - PT?
Reports to: Branch Manager
Job Overview:
We are a dynamic and reputable Building Envelope Engineering Consulting firm seeking an organized, proactive Administrative Assistant with industry experience, to join our operations. This critical position supports corporate leadership and technical teams and ensures the smooth day-to-day functioning of a very busy office. Multi-tasking skills and self-motivation are key attributes to assist our project teams in maintaining client relationships and contractual obligations.
This is a detail-oriented, collaborative and highly communicative role requiring exceptional fluency in English (oral, reading, and writing skills) to manage extensive demands in the development of proposal content, corporate correspondence, contract administration, editing, etc . You will need accuracy, lots of initiative, flexibility, and high efficiency in team settings or without supervision. A thorough understanding of project document administration, including developing compelling proposal submissions, is a requirement.
Key Responsibilities (Tasks):
- General Administration
- With efficient task management, support day-to-day operations and ad-hoc office administration tasks as required
- Prepare reports, presentations, and internal communications
- Proposal Writing & Document Preparation
- Coordinate, draft, and format proposals and RFP responses
- Maintain proposal and project documentation templates and ensure quality standards
- Review, edit or develop draft project documentation for PMs
- Collaborate with admin teams, project managers and engineers for technical input and accuracy
- Client Relations & Communications
- Serve as a point of contact for client inquiries, general services and companywide communications
- Maintain professional, courteous, and prompt correspondence
- Attend inter-branch Administration meetings
- Office & Operations Support
- Manage office supplies and coordinate with service vendors
- Support IT, maintenance, courier, and facility management needs
- Maintain physical and digital filing systems
- Calendar & Meeting Management
- Coordinate and manage project / proposal calendars and meetings
- Administrate shipments, internal and external appointments, conferences, and travel
- Track key deliverable dates and administrative deadlines
Required Skills & Competencies:
- Exceptional written and verbal communication skills required
- Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat
- Experience with RFP interpretation, and skilled at developing compelling proposal content
- Attention to detail, and strong document proofreading, formatting and layout skills
- Time management capability and able to handle multiple priorities with minimal supervision
- Professional, tactful, and confident interpersonal manner
- Problem-solving and initiative-driven approach
- Familiarity with terminology and workflow in engineering, construction, or architectural consulting environments a strong advantage.
Ideal Candidate Profile:
- Minimum 3 years’ experience in a similar administrative role, preferably in a building envelope, engineering, architecture, or construction consulting firm
- Demonstrated experience in contract and proposal content / coordination
- Confident and service-minded, responsible, and able to exercise sound judgment
- Organized, meticulous and flexible multi-tasker comfortable working both independently and collaboratively
To Apply:
Please submit your resume and cover letter highlighting your experience in the engineering or construction consulting industry to mail@fsaeng.com or through this platform.
Job Types: Full-time, Permanent
Benefits:
- Dental care
- Flexible schedule
- Life insurance
- Paid time off
- Vision care
Work Location: In person