Office and Project Administrator

EXP’s Halifax office is seeking an Office and Project Administrator to support office operations and provide administrative and project support to our architecture and engineering teams. You will welcome visitors and callers, coordinate day-to-day office needs, and assist with project documentation, invoicing, and reporting.

Key Responsibilities

Office Operations and Coordination

• Welcome visitors, maintain a professional reception area, and answer and direct phone calls.

• Manage mail, courier shipments, and deliveries.

• Order and maintain office, kitchen, and printer supplies.

• Coordinate meeting rooms, catering, and meeting logistics.

Administrative and Document Support

• Prepare and distribute meeting notes and correspondence.

• Format, proofread, and assemble technical documents.

• Perform data entry, document management, scanning, copying, and document binding.

• Assist with presentations and meeting materials.

• Perform other administrative duties as required.

Project Administration Support

• Assist with project setup by entering approved project, budget, and billing information.

• Support invoicing by compiling documentation and coordinating reviews and billing queries.

• Update resource plans and coordinate availability as directed.

• Compile project status and financial reports for project manager review.

• Track deliverables, action items, and deadlines, following up on outstanding information.

• Coordinate administrative closeout and archive project records.

Proposal and Marketing Support

• Maintain proposal templates, project profiles, and staff resumes.

Qualifications

• Post-secondary education in office administration or a related field, or an equivalent combination of education and relevant administrative experience.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, with strong Word formatting and document preparation skills.
• Strong organizational and proofreading skills, with attention to detail and the ability to manage competing requests and meet deadlines.
• Ability to maintain confidentiality.
• Able to work independently and collaboratively.
• Professional, proactive, and comfortable working in a fast-paced environment.
• Experience in an architecture, engineering, or professional consulting environment is an asset.

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