Administrative Assistant / Document Processing

Carollo Engineers is an internationally recognized environmental engineering firm that specializes in the planning, design, and construction of water and wastewater facilities. We are seeking an Administrative Assistant and Document Processor to help with office operations and support our team in delivering high-quality services. This dual-role position is critical for our internal processes, improving document accuracy, and enhancing overall team productivity.

At Carollo you’ll make an impact at an organization that does meaningful work, fosters a collaborative team culture, and creates a diverse, inclusive environment where you feel like you belong. You’ll work alongside a collaborative and dynamic team of professionals that is truly passionate about our work.

Responsibilities:

• Manage front desk operations including greeting visitors.
• Maintain office supplies inventory and place orders as needed.
• Organize and maintain physical and digital filing systems.
• Handle incoming and outgoing mail, emails, and deliveries.
• Ensure office equipment is functioning properly and coordinate maintenance when necessary.
• Arrange travel accommodations, including flights, hotels, and transportation.
• Assist in onboarding new employees by organizing paperwork and system access.
• Support HR with administrative tasks such as maintaining employee records.
• Plan and coordinate company events, meetings, and team-building activities.
• Collaborate with different departments to support office-wide initiatives.
• Assist Office Administrator with tracking project status, budget, and invoicing.
• Arrange and participate in meetings and project team activities.

Document Processor:

• Produces and formats specifications, technical and design memoranda, reports and general correspondences using company templates and formatting standards.
• Proofreads completed work for accuracy of editing and formatting.
• Converts scanned images or Excel files into MS Word documents.
• Combines files (Excel, Word, Acrobat, etc.) for production purposes.
• Converts documents to Adobe PDF files.
• Scans materials into PDF or uses Optical Character Recognition software to scan materials into MS Word.
• Converts and cleans documents from other software applications.
• Organizes and maintains directory structures.
• Maintains knowledge of firm-supported software packages in order to provide maximum support.
• Downloads and organizes photos from digital camera.
• Collaborate on marketing materials with other offices as directed.
• Assist in coordinating proposals as needed.
• Take and incorporate photos into documentation as directed.
• Other duties as assigned by the Office Administrator.

Qualifications:

• High School Diploma.
• Minimum of 3 years administrative experience in A/E industry with experience in a word processing environment.
• 70 wpm.
• Advanced knowledge of Adobe Acrobat, Excel, Outlook, and other computer applications.
• Ability to work independently and be a team player.
• Ability to multi-task and reprioritise upon request.
• Ability to handle confidential material.
• Must be organized and efficient with time management skills.
• Solid written/verbal communication skills, including grammar and attention to detail.

Preferred Qualifications:

• Knowledge of Adobe Photoshop and/or InDesign.

Other Compensation and Benefits:

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides support for employees and their families to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, extended health care coverage, disability insurance and life insurance options for you and your dependents as well as a travel assistance program. Other compensation that may be available includes: RRSP company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available.