Office Administrator

Office Administrator
Burlington, ON (In-Office)

If you’re the kind of person who thrives on keeping things organized, takes pride in getting the details right, and enjoys being the go-to support across a busy office, this role could be a strong fit.

Our client, S. Llewellyn & Associates Ltd., is a well-established civil engineering consulting firm specializing in municipal and land development projects. Since 2000, they have partnered with public and private sector clients to deliver projects from early planning through to construction.

They are seeking a highly organized and dependable Office Administrator to play a central role in supporting day-to-day operations and keeping project teams running efficiently.

The Opportunity

This is a highly visible, multi-functional role that sits at the core of the business. You will support invoicing, project coordination, reception, and overall office operations, while working closely with Project Managers and leadership. You will report to the Office Manager. 

You’ll succeed in this role if you enjoy variety, take ownership of your work, and naturally step in to support wherever needed.

Key Responsibilities

• Responsible for the timely, complete, and accurate full-cycle invoice management for Principals and Project Managers; primary responsibility.
• Set up projects in the database, including tracking project status
• Act as the first point of contact by answering calls, greeting visitors, and responding to inquiries
• Prepare and format correspondence, reports, and documentation
• Take meeting minutes and distribute clear, accurate summaries
• Coordinate meetings, appointments, and conference calls
• Provide administrative support to project teams and senior leadership
• Manage incoming and outgoing mail, courier coordination, and deliveries
• Maintain organized filing systems and support document archiving
• Monitor and maintain office supplies, equipment, and inventory
• Help ensure the office environment is professional, organized, and welcoming
• Handle confidential information with discretion
• Support internal events and team initiatives

What Success Looks Like

• Invoicing is completed accurately and on time, even during high-volume periods
• Project Managers and leadership can rely on consistent, responsive support
• Documentation and records are organized, polished, and error-free
• Clients, visitors, and colleagues experience a professional, friendly, and helpful interaction
• You contribute to a well-run, positive office environment

Qualifications

• 2+ years of experience in an administrative role, ideally within engineering consulting or construction
• Experience managing invoicing, including WIP and billing processes
• Familiarity with ERP systems and project tracking tools
• Strong proficiency in Microsoft 365 (Excel, Word, Teams)
• Highly organized with strong attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• A professional, calm, and service-oriented approach

Work Environment & Compensation

• Monday to Friday, 8:30 AM to 5:00 PM (in-office)
• Burlington, Ontario
• Competitive hourly compensation (37.5 hours per week)
• Benefits after 3 months
• RSP matching after 6 months
• Discretionary bonus program

About the Opportunity

S. Llewellyn & Associates Ltd. offers a professional, team-oriented environment where administrative support plays a critical role in the success of the business. This is an opportunity to join a respected firm and contribute meaningfully across multiple functions.