Office Administrator

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.