Office Assistant

A.W. Hooker Associates Ltd is a medium sized Quantity Surveying company for the construction industry with over fifty years of experience in the industry. Our expertise is collective with experts in all disciplines including Architectural, Structural, Civil, Independent Certification, Mechanical, and Electrical. We're currently looking for a proactive, motivated and tech-savvy Office & I.T. Assistant who will be reporting to the Office Manager to join our team and keep our workplace running smoothly.

As our Office & I.T. Assistant, you'll be the go-to person for all things operational and technical. Your role will blend administrative support with hands-on I.T. coordination to ensure our team has the tools and environment they need to thrive. This full-time role will be in-office in our Oakville.

Key Responsibilities

Office Administration

• Manage day-to-day in office operations, mail collection, supplies, and vendor relationships
• Answer telephone and relay telephone calls and messages (Zoom)
• Organize and coordinate couriers for pick up and drop off of equipment in a timely manner
• Support internal communications and help organize team events
• Co-ordinate and plan for office maintenance and improvements, and help coordinate office moves, storage, and so on.
• Provide customer service and employee support via phone and email

I.T. Coordination & Support

• Act as first-level I.T. support for hardware, software, and network issues for basic issues.
• Maintain inventory of I.T. assets and office equipment
• Liaise with external I.T. service providers for escalated support
• Assist with system updates, backups, and basic troubleshooting
• Coordinate onboarding/offboarding processes, including equipment setup and access provisioning
• Ensure compliance with data security and privacy protocols

Other Administrative Duties

• Participate in Health and Safety committee and conduct office inspections, issue PPE, and discuss site visit requirements with staff as needed.
• Research and assistance in creating, organizing and updating policies
• General billing back-up/support
• Issue Insurance certificates for projects on request
• Assist Executives with administrative tasks when needed
• Manage travel arrangements and internal document organization
• Organize Credit card receipts and submissions, and review expense reports

What We're Looking For

• Experience in office administration and I.T. support is an asset
• Tech-savvy with a natural ability to troubleshoot and liaise with multiple stakeholders.
• Strong sense of urgency and ownership with resolving issues
• Strong organizational and multitasking skills
• Excellent communication and problem-solving abilities
• Familiarity with Windows/Mac OS, Microsoft 365, and basic networking
• Ability to work independently and collaboratively
• Class G Driver's License with own car preferred as some travel is required for purchasing of supplies, and delivering computer equipment. Mileage is reimbursed.
• Experience with I.T. ticketing systems is an asset.
• College Diploma in Office Administration, Business administration, I.T. Administration and/or combination of education and experience is an Asset

Perks & Benefits

• Competitive salary and benefits package
• Summer hours and social events
• Opportunities for professional development
• A supportive and inclusive team culture