Administrative Assistant - Immediate Opening
ADMINISTRATIVE ASSISTANT - KINGSTON
Employment Type: Full-Time or Part-Time (flexible hours)
Reports to: Branch Manager
Job Overview:
We are a dynamic and reputable Building Envelope Engineering Consulting firm seeking an organized, proactive Administrative Assistant with industry experience, to join our operations. This critical position supports corporate leadership and technical teams and ensures the smooth day-to-day functioning of a very busy office. Multi-tasking skills and self-motivation are key attributes to assist our project teams in maintaining client relationships and contractual obligations.
This is a detail-oriented, collaborative and highly communicative role requiring exceptional fluency in English (oral, reading, and writing skills) to manage extensive demands in the development of proposal content, corporate correspondence, contract administration, editing, etc. You will need accuracy, lots of initiative, flexibility, and high efficiency in team settings or without supervision. A thorough understanding of project document administration, including developing compelling proposal submissions, is a requirement.
Key Responsibilities (Tasks):
General Administration
With efficient task management, support day-to-day operations and ad-hoc office administration tasks as required
Prepare reports, presentations, and internal communications
Proposal Writing & Document Preparation
Coordinate, draft, and format proposals and RFP responses
Maintain proposal and project documentation templates and ensure quality standards
Review, edit or develop draft project documentation for PMs
Collaborate with admin teams, project managers and engineers for technical input and accuracy
Client Relations & Communications
Serve as a point of contact for client inquiries, general services and companywide communications
Maintain professional, courteous, and prompt correspondence
Attend inter-branch Administration meetings
Office & Operations Support
Manage office supplies and coordinate with service vendors
Support IT, maintenance, courier, and facility management needs
Maintain physical and digital filing systems
Calendar & Meeting Management
Coordinate and manage project / proposal calendars and meetings
Administrate shipments, internal and external appointments, conferences, and travel
Track key deliverable dates and administrative deadlines
Required Skills & Competencies:
Exceptional written and verbal communication skills required
Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat
Experience with RFP interpretation, and skilled at developing compelling proposal content
Attention to detail, and strong document proofreading, formatting and layout skills
Time management capability and able to handle multiple priorities with minimal supervision
Professional, tactful, and confident interpersonal manner
Problem-solving and initiative-driven approach
Familiarity with terminology and workflow in engineering, construction, or architectural consulting environments a strong advantage.
Ideal Candidate Profile:
Minimum 3 years’ experience in a similar administrative role, preferably in a building envelope, engineering, architecture, or construction consulting firm
Demonstrated experience in contract and proposal content / coordination
Confident and service-minded, responsible, and able to exercise sound judgment
Organized, meticulous and flexible multi-tasker comfortable working both independently and collaboratively
To Apply:
Please submit your resume and cover letter highlighting your experience in the engineering or construction consulting industry to mail@fsaeng.com. We thank all applicants for their interest; however, only those selected for an interview will be contacted.