Administrative Assistant

Elm Design Group
is a growing architecture and engineering firm focused on delivering practical, innovative, and high-quality solutions across a range of industrial, commercial, and institutional projects.
We are looking for a motivated, organized, and detail-oriented

Administrative Assistant
to support our team with day-to-day operations, project administration, financial tracking, and business development coordination. This role is ideal for someone who enjoys variety, takes pride in keeping things organized, and is comfortable working in a fast-paced professional environment.

Key Responsibilities
The successful candidate will assist with a variety of administrative and operational tasks, including:
• Entering and setting up new jobs in company systems
• Formatting estimates, proposals, and project documents
• Supporting the invoicing process to ensure accurate and timely billing
• Entering expenses and maintaining job tracking information
• Reviewing bid sites and identifying potential project opportunities
• Tracking important dates, deadlines, submissions, and project milestones
• Assisting with HR administration, contracts, and employee time-off tracking
• Ordering office consumables, supplies, and other required materials
• Supporting bank reconciliation and basic financial administration
• Assisting with grant applications, reporting, and ongoing grant management
• Maintaining organized digital records within Microsoft 365/SharePoint
• Providing general administrative support to the management and project teams

Qualifications
The ideal candidate will have:
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and Teams
• Strong organizational and time-management skills
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to work independently and follow tasks through to completion
• Ability to manage multiple priorities in a deadline-driven environment
• Previous administrative experience, preferably in an engineering, architecture, construction, or professional services environment
• Comfort working with digital filing systems, spreadsheets, and cloud-based platforms
• A proactive attitude and willingness to support different areas of the business as needed

Work Hours
Specific working hours and scheduling expectations will be discussed during the interview process. Our standard operating hours are 8:00am to 4:30pm.

Why Join Elm Design Group?
This is an opportunity to be part of a growing professional services firm where your work directly supports project delivery, client service, and day-to-day business operations. The role offers variety, flexibility, and the opportunity to contribute to a collaborative team environment.
Pay: $24.00-$34.00 per hour
Benefits:
• Dental care
• Extended health care
• Life insurance
• Paid time off
• Vision care
Education:
• Secondary School (preferred)
Experience:
• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)
Work Location: In person