Engineering Administrative Assistant, Civil Engineering

We are currently seeking an Engineering Administrative Assistant to work out of our Burlington office.

    • Provide administrative support including formatting, proofreading, printing, copying and compiling of various reports, proposals, letters, drawings and other related documents, ensuring all documentation meets client specifications, project requirements and MTE standards, for a variety of engineering projects;
    • Process photos and create project-related files ensuring adherence to MTE standards;
    • Compile background information for engineering proposals and ensure submission meets requirements and is made prior to the deadline;
    • Maintain proposal files;
    • Work closely with project managers to prepare project schedules, setup timeframes, breaking projects into doable tasks, as needed;
    • Collaborate with project managers and a team of engineering professionals to ensure accurate and timely billing to clients;
    • Liaise with internal and external contacts to resolve billing issues;
    • Process payment certificates, change orders and change notices;
    • Assist with ad-hoc reporting to respond to client inquires or to perform internal analysis;
    • Compile large files and format for distribution;
    • Coordinate couriers for hard copy document distribution;
    • Coordinate and schedule the Division Manager’s attendance at meetings and events, preparing meeting agendas as required;
    • Screen and prioritize incoming mail, emails and voicemails for the Division Manager;
    • Respond to and draft routine communications for the Division Manager, as directed;
    • Coordinate logistics for meetings and attend as required; record and distribute meeting minutes;
    • Coordinate travel arrangements for the division when required;
    • Maintain and revise as required, divisional and corporate forms and templates;
    • Perform administrative orientations for new staff within the office; and
    • Other related duties as assigned.
    • Post-Secondary education in an Office Administration, Business Administration, Engineering Technology or a related field;
    • Minimum of two years of related experience; working in a senior administrative capacity is preferred;
    • Experience working within an engineering or science related environment is preferred;
    • Strong interpersonal skills involving an ability to problem solve and resolve conflict in varied interactions with external clients and internal staff;
    • Ability to exercise tact and discretion in dealing with confidential issues;
    • Ability to take initiative and to multi-task in a fast paced environment characterized by changing priorities while attending to details;
    • Strong written and verbal communication and comprehension skills;
    • Excellent organizational and time management skills;
    • Accuracy and strong attention to detail;
    • Familiarity with general office equipment including multi-line phone systems, photocopiers, binding machines, etc.; and
    • Advanced computer skills including Microsoft Office applications (Word, PowerPoint, Excel and Outlook) and ability to learn new computer programs or software.

    Submit your application

    At MTE, we’re all about people. Creating connections, fostering relationships and pushing collaboration. Do you think you have what it takes to become one of us? Please apply with your resume and cover letter using the form below.

    We thank all applicants; however, only those selected for an interview will be contacted. No agencies, please. Have more questions about our hiring process? Check out our FAQ to learn more.

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    MTE Consultants will accommodate the needs of all applicants under the AODA legislation in all parts of the hiring process including recruitment. Should accommodation be required, please notify our Human Resources department at

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