Shield Consulting Engineers Ltd.

Administrative Assistant

Greater Sudbury, ON

Temporary, Fixed term contract

About This Job

Administrative Assistant (On-site) Maternity Leave Contract Position (June/July 2025 – December 23, 2026) with possibility of extension

Who We Are

Shield Engineering and Architecture is an Engineering and Architecture firm located in Sudbury, Ontario providing professional Structural, Mechanical and Electrical engineering services and Architectural services. We offer services in a variety of industries including but not limited to mining, pulp & paper, steel making, marine as well as residential and commercial clients. We specialize in providing engineering support to keep existing industrial facilities and infrastructure operational, as well as executing Brownfield projects to upgrade existing infrastructure. The partners at Shield have 60 years of combined experience providing these services for surface plants and underground mines and have grown to be considered leaders within the region. www.shieldeng.ca

Position Overview

The Administrative Assistant, reporting to the Administrative and HR Manager, provides critical administrative support and exceptional customer service to both clients and staff, ensuring the efficient operation of the office and client satisfaction at Shield Engineering & Architecture. This role requires a self-motivated, organized, and detail-oriented individual who is adaptable to multitasking in a fast-paced environment while maintaining a positive attitude.

Responsibilities

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Serve as the primary point of contact for clients, visitors, and vendors, delivering a professional and welcoming reception experience.

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Answer incoming calls, screen, and direct them to the appropriate personnel efficiently.

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Manage and maintain Accounts Receivable customer lists.

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Generate and process client invoices accurately and promptly.

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Process payments, issue paid invoices, and update project statuses.

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Follow up on overdue accounts to ensure timely collections.

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Create and maintain organized project folders and documentation.

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Coordinate and execute office events successfully.

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Provide general administrative support to all staff as required.

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Perform other tasks and duties as assigned to support office operations.

Requirements

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College Office Administration or Business Diploma or equivalent required.

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Previous experience in a receptionist, administrative, or invoicing role required.

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Proficiency in Microsoft Suites (Word, Excel, Outlook) is required.

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Working knowledge of Intuit QuickBooks Online is an asset.

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Excellent communication skills, both verbal and written, with a professional and friendly demeanor.

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Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively.

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Must have a valid driver’s licence and reliable vehicle available for running errands.

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Must be comfortable driving company pick-up truck when required.

Why join us?

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Be part of a young, dynamic firm experiencing significant growth.

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Competitive salary.

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Use of advanced hardware and software.

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On-site parking.

Salary: $ 24.04 per hour

Schedule: Monday to Friday 8am - 4pm

Education: Post-secondary School (required)

Experience: Office Administration Assistant: 1 year (preferred)

Physical Requirements: Sit for long periods of time, climb stairs, bending, lift up to 22kg/50 lbs (not regularly)

Work Setting: On-site office setting. Work must be completed at the physical location. There is no option to work remotely.

We encourage applications from all qualified individuals, including those with disabilities and accommodation needs. Please notify us if you have any accessibility requirements. Information gathered will only be used for the purpose of determining employment suitability and will remain confidential.

All applicants are thanked for their interest but only those selected for an interview will be contacted.

Job Type: Fixed term contract

Contract length: 19 months

Pay: $23.04-$24.04 per hour

Expected hours: 40 per week

Schedule:

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8 hour shift

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Monday to Friday

Application question(s):

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Do you have a valid drivers license and a reliable vehicle?

Experience:

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Administrative: 1 year (preferred)

Language:

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English (required)

Location:

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Greater Sudbury, ON P3E 3E1 (required)

Work Location: In person