Office Manager / Administrative Assistant

About Us:

UTES Design&Build is a fast-growing engineering/architectural and project management consulting firm with projects across the Greater Toronto Area (GTA). We are a team of six engineers, designers, and project managers specializing in residential and commercial projects, including new construction, alterations, extensive renovations, commercial renovations, engineering, architectural design, and project management. Due to high workloads and our commitment to delivering exceptional service to our clients, we are seeking a highly organized and efficient Office Manager / Administrative Assistant to join our team. This role is vital in supporting our operations and ensuring the smooth running of our office.

Job Description:

As an Office Manager / Administrative Assistant, you will be responsible for a variety of administrative and bookkeeping tasks. You will play a key role in managing staff timesheets, preparing and sending project bills/invoices, and maintaining our financial records. This position is ideal for someone who is versatile, detail-oriented, and has experience in construction, consulting, or engineering/architectural firms.

Key Responsibilities:

• Timesheet Management:
• Collect, review, and process staff timesheets.
• Ensure accuracy and completeness of timesheet entries.
• Billing/Invoices:
• Prepare and send project bills/invoices to clients.
• Track and follow up on outstanding invoices.
• Bookkeeping:
• Maintain financial records and perform basic bookkeeping tasks.
• Reconcile bank statements and manage accounts payable/receivable.
• Administrative Support:
• Provide general administrative support to the team.
• Schedule meetings, manage office supplies, and handle correspondence.
• Coordination:
• Coordinate with project managers and accounting functions to ensure smooth workflow.

Qualifications:

• Proven experience as an office manager, administrative assistant, or in a similar role.
• Experience in construction, consulting, engineering, or architectural firms preferred.
• Strong organizational skills and the ability to multitask.
• Excellent attention to detail and accuracy.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and QuickBooks accounting software.
• Strong communication skills, both written and verbal.
• Basic knowledge of accounting principles and bookkeeping.

Benefits:

• Competitive salary.
• Paid time off.
• Opportunities for professional development.

How to Apply:

Please send your resume and a cover letter detailing your relevant experience and why you are a good fit for this role to hr@utes.ca, or click APPLY NOW below.

We look forward to hearing from you!