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Added 12 mins ago
HP
372-26 Building Support Services - HVAC, Facilities Management, Full-Time, Stratford (Alliance Wide)
Huron Perth Healthcare Alliance
Stratford, ON
- Full-time
Directly responsible to the Manager, Facilities Management for effectively and efficiently providing quality maintenance services as assigned.
Added 12 mins ago
Heavy Duty Mechanic - Journeyperson - Non-Local
Calfrac Well Services
Grande Prairie, AB
…Calfrac’s well-servicing equipment. Reporting to the Maintenance Manager, the Heavy Duty Mechanic - Journeyperson will focus on diagnosing and repairing equipment in a safe, timely and…
Added 12 mins ago
HA
Commissioning Manager (Electrical)
Haag, a Salas O'Brien Company
Canada
- Full-time
Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s…
Added 12 mins ago
HA
Commissioning Manager (Mechanical)
Haag, a Salas O'Brien Company
Canada
- Full-time
Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s…
Added 27 mins ago
V
Technical and Regulatory Specialist
Veolia
Ottawa, ON
- Full-time
…dangereux et de la pollution. Elle offre une gamme complète de services de gestion de l’eau, des déchets et de l’énergie, y compris le traitement de l’eau et des eaux usées, la collecte et…
Added 27 mins ago
CO
Traffic Signal Analyst
City of Greater Sudbury
Sudbury, ON · Greater Sudbury, ON
- Full-time
Under the general supervision of the Manager of Traffic and Transportation, this position is responsible to manage and optimize the City of Greater Sudbury’s (City) traffic signal and…
Added 27 mins ago
CO
Road Safety Analyst
City of Greater Sudbury
Sudbury, ON · Greater Sudbury, ON
- Full-time
Under the general supervision of the Manager of Traffic and Transportation, this position is responsible to develop, implement and evaluate roadway safety programs, policies and initiatives…
Added 27 mins ago
C
Project Specialist - Security Systems
Convergint
Toronto, ON · Etobicoke, ON
- Full-time
Installs, programs, tests, repairs, and services a variety of non-routine systems and equipment which may include security, fire alarm & life safety, and/or building automation. Colleague…
Added 28 mins ago
AE
Manager, Power and Automation
Associated Engineering
Markham, ON
- Full-time
Associated Engineering, a proudly Canadian, Employee-owned Company is seeking a Group Manager, Power & Automation to join our team in our Ontario Operation. >span class="NormalTextRun…
Added 28 mins ago
BC
Sustainment Projects Team Senior Manager (Permanent)
Babcock Canada Inc.
Halifax, NS
- Full-time
Working for us, you’ll help ensure that Canada’s critical services and assets are readily available, reliable, and capable for our defence and civil customers and contribute to Babcock’s…
Added 28 mins ago
T
Senior Project Manager
Talentuch
Remote, Canada
- Full-time
- Remote
Senior Project Manager, Financial Services Digital Transformation
Added 28 mins ago
Azure Cloud Architect - Manager
EY
Edmonton, AB · AB · Vancouver, BC · Victoria, BC · Winnipeg, MB · Dieppe, NB · Saint John, NB · St. John's, NL · Halifax, NS · London, ON · Ottawa, ON · Toronto, ON · ON · Saskatoon, SK · Calgary, AB · Waterloo, ON
Application & Integration Engineering: Experience with one or more programming languages, such as Python, C# or Java, along with REST APIs, web services and scalable, multi-tenant…
Added 28 mins ago
Senior Demand Planner - Service Parts
Olympus Corporation of the Americas
Richmond Hill, ON
…and cross-functional partners across Service, Procurement, Engineering, Logistics, Finance, and Global Supply Chain…
Added 28 mins ago
Sustainment Projects Team Senior Manager (Permanent)
Babcock
Halifax, NS
Working for us, you’ll help ensure that Canada’s critical services and assets are readily available, reliable, and capable for our defence and civil customers and contribute to Babcock’s…
Added 28 mins ago
E
Project Manager
EllisDon
ON · Ontario Projects
- Full-time
…post-construction. To learn more, check out our Cradle to Grave services and hear from our team directly about what a career at EllisDon could look like for you. As you can see, we are a…
Added 28 mins ago
Project Configuration and Change Manager
Alstom
Toronto, ON
…high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the…
Added 28 mins ago
Interlocking Hardware Engineering Lead
Alstom
Toronto, ON
Leads, manages, organises and plans the activities of the Interlocking Hardware Design Team. Coordinates the hardware engineering scope with the client, Project Manager, System Engineering,…
Added 43 mins ago
Delivery Executive
Capgemini
Vancouver, BC
We are seeking an experienced Delivery Manager to lead delivery covering a portfolio of Cloud Native Application and MuleSoft Integration managed services and projects.
Added 43 mins ago
B
BMO Capital Markets New Grad 2027 Investment Banking Analyst, Toronto
BMO
Toronto, ON · FCP
- Full-time
BMO Capital Markets is a leading, full-service North American-based financial services provider offering equity and debt underwriting, corporate lending and project financing, merger and…
Added 43 mins ago
XC
Gestionnaire de projets – Programmes de centres de données critiques pour les opérations / Project Manager - Mission Critical Data Center Programs
XNRGY Climate Systems
Longueuil, QC
- Full-time
Assurer le suivi des coûts de projets, de la main-d’œuvre, des pièces et des dépenses liées aux services.
Added 43 mins ago
A
Senior Buyer
AtkinsRéalis
Mississauga, ON
- Full-time
Reporting to the Procurement Manager, the Senior Buyer is responsible for managing the procurement of complex goods and services for projects and business units.
Added 58 mins ago
V|
Technical and Regulatory Specialist
Veolia | North America
Ottawa, ON
- Full-time
…dangereux et de la pollution. Elle offre une gamme complète de services de gestion de l’eau, des déchets et de l’énergie, y compris le traitement de l’eau et des eaux usées, la collecte et…
Added 58 mins ago
DV
Business Development Manager – North America
DBM Vircon
Canada
- Full-time
DBM Vircon, a premier construction modeling, detailing and digital engineering company, delivers high-profile projects with state-of-the-art technology, uncompromising detail and millimeter…
Added 58 mins ago
B
Planning Manager
Brunel
Mississauga, ON
- $120,000 to $190,000 CAD / year
- Full-time
Brunel is seeking an experienced Planning Manager to lead the planning and scheduling function across complex projects, programs, or portfolios. This position will oversee schedule…
Added 58 mins ago
T
iOS Developer
Tookli
Mascouche, QC
- Full-time
…infrastructures. Its flagship product, the Open Innovation Cluster Manager (OICM), orchestrates complex AI tasks efficiently and scales seamlessly for enterprise AI applications. The…

Hammerschlag & Joffe Inc.

Office Administrator

Toronto, ON, Canada

Salary: $55,000–$65,000 per year, commensurate with experience and qualifications. · Full-time

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Job details

Pay: Salary: $55,000–$65,000 per year, commensurate with experience and qualifications.
Job type: Full-time
Experience: 2–4 years of administrative, document-production or coordination experience.
Posting language: English
Posted: Nov 2, 2026

Original job description

Reports to: Office Manager

Salary: $55,000–$65,000 per year, commensurate with experience and qualifications.

Position Status: This posting is for an existing vacancy.

About the Role

H&J is looking for an organized and detail-oriented Office Administrator to join our Administrative Team.

This role provides administrative and document support across the firm, with a particular focus on project documentation and proposal preparation. The Office Administrator will prepare, process and quality-check professional documents, coordinate standard proposals from initiation through submission, and provide backup operational support as required.

This is a varied role suited to someone who enjoys detailed document work, managing multiple priorities and working collaboratively across different areas of the business.

Key Responsibilities

Project Document Support

Prepare, format and process project reports, letters, forms and other professional documents.
Review documents for formatting, pagination, branding, file naming and completeness.
Prepare PDFs and document packages for issuance.
Maintain organized project documentation and electronic filing.
Coordinate administrative document requests, approvals and follow-ups.
Work closely with the Project Administrator to support project-document deadlines and workload.

Proposal Coordination & Production

Coordinate and prepare proposals from initiation through submission.
Review RFP requirements and prepare submission checklists.
Set up proposal templates and working files.
Coordinate required information and follow up with internal contributors.
Prepare and maintain staff CVs, project sheets and relevant project experience.
Format and assemble proposal documents in accordance with H&J standards.
Perform completeness, formatting and compliance checks.
Prepare final submission packages and coordinate electronic submissions.
Maintain organized proposal files, trackers and supporting content.
Work under the functional direction of the proposal team lead on proposal standards, priorities and quality.

Administrative & Operational Support

Process general administrative documents and requests.
Maintain templates, trackers and shared administrative resources.
Provide backup operational support to the Administrative Team.
Provide Front Office coverage when required.
Support team coverage during vacations and peak workload periods.
Follow established processes and contribute to the continuous improvement of administrative procedures.

Qualifications

2–4 years of administrative, document-production or coordination experience.
Post-secondary education in office administration, business administration or a related field is an asset, or an equivalent combination of education and relevant experience.
Experience in engineering, architecture, construction, consulting or another professional services environment is an asset.
Excellent attention to detail and a strong commitment to document quality and accuracy.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Advanced proficiency in Microsoft Word, including formatting and working with complex, multi-page professional documents.
Strong proficiency with Microsoft Excel, Outlook and Teams.
Experience with Adobe Acrobat, Bluebeam and/or SharePoint is an asset.
Strong written and verbal communication skills.
Comfortable coordinating information and following up with multiple contributors.
Demonstrated professionalism, discretion and ability to handle confidential information appropriately.
Proactive, collaborative and service-oriented.
Proposal experience is an asset, but structured training will be provided.

What We're Looking For

You're someone who takes pride in producing accurate, polished documents and seeing work through to completion. You are comfortable shifting between project documents, proposals and administrative priorities while maintaining a high standard of quality and organization.

You enjoy being part of a collaborative team, are willing to step in where needed, and approach your work with professionalism, initiative and attention to detail.

Why H&J?

At H&J, our Administrative Team plays an integral role in keeping our projects, people and business moving forward. You’ll work collaboratively across the firm, build your skills through varied responsibilities, and contribute to both project delivery and the broader success of H&J.

Accessibility & Accommodation

H&J is committed to fostering an inclusive and accessible workplace where everyone is supported to participate fully. Accommodation is available throughout the recruitment and selection process. If you require accommodation, please let us know how we can best support you.

Use of Artificial Intelligence

H&J does not use artificial intelligence to screen, assess or select applicants for this position.

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More about this job

Responsibilities

Prepare, format, process, and quality-check project documents, and coordinate proposals from initiation through final submission. Maintain organized files and administrative resources, coordinate information and follow-ups, and provide operational and front-office backup support.

Requirements

Requires 2–4 years of administrative, document-production, or coordination experience, with post-secondary education in office or business administration considered an asset or an equivalent combination of education and experience. Candidates should have advanced Microsoft Word skills, strong proficiency with Excel, Outlook, and Teams, excellent organization and attention to detail, and professional communication and discretion; proposal and professional-services experience are assets.

Skills

Document Production
Microsoft Word
Microsoft Excel
Microsoft Outlook
Microsoft Teams
Adobe Acrobat
Bluebeam
SharePoint
Proposal Coordination
Project Documentation
Document Quality Control
Electronic Filing
RFP Compliance
Organization
Attention To Detail
Written And Verbal Communication

Visa sponsorship

Not detected in the job text

Keywords

Project Documentation
Document Production
Document Formatting
Document Quality Checks
Proposal Coordination
Request For Proposal
Submission Checklists
Proposal Templates
Staff CVs
Project Sheets
Compliance Checks
Electronic Submissions
Electronic Filing
Microsoft Word
Microsoft Excel
Microsoft Outlook
Microsoft Teams
Adobe Acrobat
Bluebeam
SharePoint
Administrative Support
Front Office Coverage
Professional Services
Engineering
Architecture
Construction
Confidential Information
Process Improvement

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