Administrative Assistant

Ainley Group is currently seeking a highly motivated and organized Administrative Assistant - Front Desk to join our Mississauga office.
As the successful candidate, you will play a key role in supporting the daily operations of our GTA office, serving as the first point of contact at reception while also handling a variety of administrative tasks.
Responsibilities include day-to-day reception and administrative duties, formatting and printing of reports, proposals and engineering drawings, assisting with the coordination of in-office meetings and training events, and maintaining office and kitchen supplies.
This position reports directly to the Branch Manager and includes the following duties and responsibilities.

Responsibilities

• Serve as the first point of contact for the Mississauga office by greeting visitors, answering and directing incoming calls, and responding to general inquiries in person, by phone, and via email in a professional and courteous manner.
  
• Maintain a welcoming and organized office, most notably the front desk and reception area, to reflect a professional office environment.
  
• Receive, sort, and distribute incoming mail and courier deliveries;
  coordinate outgoing courier services on behalf of office staff.
  
• Provide a range of administrative support services including formatting, printing, copying, and compiling reports, letters, proposals, and technical documents to meet client and company standards.
  
• Conduct advanced word processing tasks such as editing, proofreading, and formatting of correspondence, meeting minutes, reports, specifications, and manuals.
  
• Support business development efforts by compiling resumes and project profiles, assisting with preliminary document layouts and network folder setup, and organizing content for proposals and marketing materials.
  
• Work closely with other internal team members in the preparation of reports, proposals, project case studies, resumes and other marketing materials.
  
• Assist the accounting department and Project Managers in preparing client invoices and ensuring timely billing;
  follow up to resolve basic billing inquiries in coordination with the appropriate staff.
  
• Coordinate logistics for internal meetings, including room bookings, audio/visual setup, catering arrangements, and post-meeting cleanup.
  
• Monitor and maintain office supply levels, including stationery and kitchen supplies, and place orders as needed to ensure availability.
  
• Assist with the setup, maintenance, and troubleshooting of office equipment and workstation accessories.
  
• Support onboarding of new staff by preparing workstations, supplies, and providing orientation materials;
  liaise with internal departments and external service providers as required.
  
• Perform other front desk and administrative duties as assigned to ensure smooth daily operations of the office, including coordination with property management and the building's parking authority to register staff and visitor vehicles.
  

Qualifications

• Post-secondary education in business administration, communications, or a related field.
  
• Minimum of 5 years of relevant experience in an office environment, preferably within a consulting engineering or professional services firm.
  
• Exceptional proficiency in Microsoft Word, with advanced skills including:
  
  advanced document formatting skills, including custom styles, themes, multilevel lists, section breaks, and multi-column layouts;
  proficient in generating automated tables of contents and using reference tools such as footnotes, cross-references, and figure/table lists;
  and, experienced in creating and managing templates, as well as using building blocks, Quick Parts, and AutoText for efficient document production.
  
• Strong skills in Microsoft Excel, PowerPoint, and Outlook.
  
• Experience with Microsoft Project, SharePoint, Adobe InDesign, Photoshop, and Illustrator is an asset.
  
• Superior written and verbal communication skills in English, with excellent attention to detail and quality control.
  
• A self-starter with the ability to manage time effectively, prioritize competing tasks, and work independently with minimal supervision.
  
• Demonstrated intuition and ingenuity in anticipating needs, solving problems, and supporting a dynamic office environment.
  
• Collaborative team player with a professional demeanor, strong interpersonal skills, and the ability to maintain discretion and confidentiality.
  
• Reliable and punctual, with a commitment to in-office presence during regular business hours (8:
  
  30 a.M.
  to 5:
  
  00 p.M., Monday to Friday).
  
• Willingness to work occasional overtime when required.
  

If you are a self-motivated individual who takes initiative, seeks out opportunities to learn and grow, and looks for ways to enhance your role through new tools and processes, we encourage you to apply.
Join us and contribute meaningfully to our organization's success while advancing your career in a supportive environment.