Location: Langley, BC Office
About Us:
Motus Consult Ltd. is a structural and building enclosure engineering firm with offices in BC, Alberta, and Ontario. We specialize in Building Enclosure, Restoration, Structural, and Construction Engineering across a wide range of sectors, including commercial, industrial, institutional, residential, and agricultural projects. Our work spans from restoring and maintaining existing buildings to designing new structures.
As a smaller firm, we pride ourselves on close collaboration, both within our team and with our clients, to deliver innovative and creative solutions. We partner with clients from project ideation to completion, ensuring exceptional results every step of the way.
Position Overview
MOTUS Consult is seeking a proactive and highly organized Administrative Assistant to join our BC office. This role is key to delivering professional and efficient support to our technical staff and leadership, while fostering a welcoming and positive environment for both employees and clients. Reporting to the Principals, you will be part of a collaborative administrative team supporting the day-to-day operations of the firm.
Key Responsibilities
1. General Administrative Support
- Edit, proofread, and format reports, letters, proposals, and contracts in accordance with company templates and standards.
- Edit documents for clarity, consistency, and professionalism, ensuring alignment with company guidelines.
- Transcribe and format dictated reports, memos, and other documents.
- Assist in proposal writing and submission preparation.
- Handle general office duties, including photocopying, binding, filing, and couriers.
- Provide reception support, including answering phones and managing email correspondence.
- Assist technical staff with administrative tasks as required.
- Coordinate travel bookings and itineraries for staff.
- Maintain organized digital and physical filing systems, including Egnyte file management and permissions.
- Perform other administrative duties as required.
2. Project Administrative Support
- Manage invoicing and following up of invoices for all projects in the BC office and support such for other offices as required.
- Support the preparation of high-quality proposals and submission documents.
- Maintain a comprehensive database of all ongoing and completed projects.
- Coordinate with staff to gather missing project information.
- Summarize project highlights for internal and external communications.
3. Marketing and Business Development Support
- Identify and prepare detailed case studies and marketing profiles for standout projects.
- Assist with marketing collateral including brochures, presentation materials and social media content.
- Assist with organization and planning of internal and external events
4. Human Resources Administration
- Coordinate employee onboarding activities, including equipment setup and access to company systems.
- Support the hiring process with managing posting of job descriptions and applications
5. Financial Support
- Assist with financial record-keeping, including accounts receivable tasks such as following up with clients for payments
- Track and process expense reports.
Qualifications
- Professional communication skills, both written and verbal are essential
- Excellent attention to detail, particularly with written documents and proposals.
- Prior experience in a similar administrative role, preferably within an engineering, architectural, or consulting environment.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with document formatting.
- Strong organizational and multitasking abilities.
- Comfortable learning and using digital file management systems and project management tools.
- Ability to work independently and as part of a collaborative team.
- Previous experience supporting marketing and/or human resources activities is an asset.
Why Work With Us?
- Competitive salary and benefits
- Opportunities for professional growth and continuous learning.
- Collaborative and innovative work environment.
- Exposure to exciting and impactful projects
