Business Operations Coordinator/Executive Assistant

Business Operations Coordinator/Executive Assistant

MSR Engineers seek a proactive, organized, and highly skilled Business Operations Coordinator/ Executive Assistant to support [Executive/Team/Department] to oversee day-to-day operations to ensure smooth business functions. This role combines administrative assistance with operational management, making it ideal for a motivated professional who excels in multitasking, problem-solving, and managing key business activities.

Key Responsibilities:

1. Executive Support:

• Serve as the first point of contact for the executive team, managing and prioritizing incoming communication.
• Coordinate and manage the team calendar, schedule meetings, and organize travel arrangements.
• Assist in the preparation of presentations, reports, and documents as required.
• Assist with space planning and office facilities management.
• Maintain confidentiality and handle sensitive information professionally.

2.Operational Coordination/Management:

• Oversee and optimize day-to-day operations, including supply chain coordination and process improvement
• Develop and implement operational policies and procedures, ensuring compliance with company standards.
• Maintain an efficient document filing system.
• Organize project-related files and ensure easy accessibility.
• Assist with document retrieval and archiving.
• Manage budgets, assist with financial reporting, and ensure operational costs are kept within budget.
• Book keeping and expense management with the aid of accounting software (Quick books)

3. Project Management Assistance:

• Work closely with cross-functional teams to track project progress, coordinate tasks, and meet deadlines.
• Assist in preparing fee proposals for engineering services (collaborating with engineers to gather necessary information following established guidelines and templates).
• Prepare invoices using QuickBooks.
• Track project billing and invoicing.
• Create billing summaries for engineering projects.
• Compile relevant information, including hours worked, expenses, and project milestones.
• Liaise with the project team to ensure accurate billing.
• Collaborate with the finance team to ensure accurate and timely payments.

4. Team Coordination & Support:

• Serve as a point of contact for team members, providing administrative and operational support as needed.
• Organize team events, training sessions, and internal communications
• Handle recruitment, onboarding, and training for new hires within the operations department.

5. Process Improvement:

• Continuously assess workflows and processes, seeking ways to improve efficiency and productivity.
• Coordinate with stakeholders to optimize software, tools, and resources that facilitate smooth operations.
• Develop and implement Standard Operational Procedures (SOPs) and best practices for operational consistency.

Qualifications:

• Bachelor's degree in Business Administration, Operations Management, or a related field
• 5-10 years experience in Business Administration/Operations or in and administration support role such as Office Manager/Coordinator/ P.A.
• Proficiency in Microsoft Office Suite required
• Proficiency in relevant accounting software and or relevant project management software preferred
• Valid driver’s license an asset

Key Skills and Attributes:

• Problem-solving and proactive mindset.
• High degree of professionalism and confidentiality.
• High degree of proactivity and decision-making abilities.
• Effective time management and adaptability.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• High competency in both written and verbal communications and strong interpersonal skills.

We thank you for your interest and appreciate your application, however only persons who match the minimum qualification requirements will be shortlisted and contacted. Please submit resumes no later than December 17, 2024.