Office Administrator

Office Administrator (Part-Time, Growth Opportunity)

Southwest Surveys Ltd.
Fredericton, New Brunswick

About Southwest Surveys

Southwest Surveys is a locally owned land surveying firm providing professional surveying services throughout central and southwestern New Brunswick. Our core services include subdivisions, boundary surveys, engineering and topographic surveys, and construction surveying. We support private clients, consulting firms, and public-sector organizations with reliable, high-quality survey solutions delivered to a consistently high professional standard. Our firm is built on a strong commitment to quality work, customer service, and professionalism. We operate as a close-knit team and place a high value on collaboration, respect, and accountability, while maintaining a supportive, team-oriented work environment that values professional excellence and work-life balance.

We are seeking a highly organized and dependable part-time Office Administrator to support the day-to-day administrative and office needs of our growing surveying practice. This a primarily in-office position.

The Role

This permanent position will initially be three days per week, with flexibility around scheduling. There is a clear opportunity for the role to grow into a full-time position as the business continues to expand, or if additional responsibilities can be added depending on the candidate's skill set and interests (for example, bookkeeping or expanded financial administration support). The Office Administrator will report directly to ownership. This role is well suited to someone who is organized, dependable, and detail-oriented, and who takes pride in keeping an office running efficiently and professionally.

Key Responsibilities

The Office Administrator provides broad administrative support to ensure the efficient, professional operation of the office. Responsibilities include, but are not limited to:

• Serving as a primary point of contact for general office communications, including phones, email, and in-person inquiries
• Performing day-to-day office administration such as correspondence, document preparation, scanning, filing, and basic logistics
• Providing administrative support to project teams, including setting up new projects, maintaining organized project records, and preparing correspondence, proposals, and submission packages using approved templates and provided inputs
• Preparing and submitting applications, permits, and external requests (such as utility locate requests), and maintaining orderly records of confirmations and approvals
• Managing non-technical document handling, including incoming mail, receipts, signed documents, completed project files, and historical records
• Supporting financial administration through administrative tasks such as receiving and routing vendor invoices, organizing receipts, generating reports, assisting with invoicing, and supporting accounts receivable follow-ups
• Maintaining administrative business records including insurance certificates, corporate filings, vehicle documentation, and other recurring renewals, and flagging upcoming deadlines as required
• Providing administrative support for company safety programs, including maintaining safety records, tracking training and certification expiries, assembling safety documentation, and filing safety forms and records
• Supporting HR and onboarding administration, including maintaining employee files, preparing standard employment and confirmation letters, assisting with hiring administration, and coordinating onboarding logistics
• Coordinating routine office operations such as supplies, purchasing, vendor correspondence, office access, and minor logistical needs
• Assisting with internal meetings and reporting, including preparing agendas, taking meeting minutes, maintaining action lists, and supporting internal communications
• Helping organize staff events and team activities
• Carrying out other general administrative duties as required to support the smooth operation of the business

Qualifications & Attributes

• Previous experience in an office administration or administrative support role
• Strong organizational skills and attention to detail
• Clear, professional written and verbal communication skills
• Comfortable working with digital filing systems, templates, and basic reporting tools
• Ability to manage multiple administrative tasks and prioritize effectively
• Experience with bookkeeping or financial administration is an asset, but not required
• Experience in a professional services environment (engineering, surveying, consulting, construction, etc.) is an asset

What We Offer

• Part-time position with flexible scheduling (initially 3 days per week)
• Opportunity for role expansion as the firm continues to grow
• Competitive pay based on experience
• Corporate health, dental, and life insurance benefits
• Paid vacation and paid sick time
• Paid holidays
• Free on-site parking
• A professional, respectful, and team-oriented work environment
• We value work-life balance and, where operationally possible, aim to finish at noon on Fridays so employees can enjoy Friday afternoons off

How to Apply

Please submit applications including a resume and a brief note outlining your interest to: [email protected]

All applications will be kept confidential.