Administrative Assistant

Job Description – Administrative Assistant Job Description: Sky Sight Inc. is seeking a highly organised and proactive Administrative Assistant to join our team on a full-time, permanent basis.

This is an early-career, client-facing role requiring strong communication and organizational skills, attention to detail, and a high level of professionalism. The position involves office administration, operational support, and basic bookkeeping, with opportunities to take on increased responsibility and support additional areas of the business over time.

Key Responsibilities: Serve as the first point of contact for clients, partners, and incoming inquiries (phone, email, and in-person)

Greet and welcome clients and visitors, offering refreshments including coffee, tea, and other beverages

Maintain a professional and organized office environment, including preparing meeting rooms,managing mail and deliveries, and office supplies

Manage calendars, schedule appointments, meetings, and site visits, and coordinate team members using project management software

Take meeting notes and track action items as required

Maintain organized physical filing systems, digital project file organization, and maintaining document naming standards

Support bookkeeping functions including preparing and tracking estimates, quotes, invoices, purchase orders, and payment receipts; assist with monitoring billable hours and preparing summary reports

Support the preparation and coordination of proposals and service agreements

Assist in creating presentations, marketing materials, and graphics

Assist in coordinating and scheduling content across social media, email marketing, and website channels

Maintain strict confidentiality when handling sensitive client information, financial data, contracts, and personnel matters

Requirements: University degree or three-year college diploma in Business Administration, Commerce, Communications, Marketing, Management, Architecture, Architectural Technology, Interior Design, Engineering, or a related field

1+ year of experience in an administrative, customer service, office support role, or equivalent professional experience

Proficient in Microsoft Office 365 (Word, Excel, Outlook, Teams) and Adobe Acrobat Pro

Strong written and verbal communication skills

Highly organized with strong attention to detail

Polished, professional, and client-focused, with strong interpersonal skills and the confidence to communicate with clients, consultants, and business professionals.

Demonstrated ability to handle confidential information with discretion

Ability to manage multiple tasks and competing priorities in a fast-paced environment

Willingness to work flexible hours occasionally

Assets: Experience or educational background in architecture, engineering, construction, or a related AEC field

Experience with project management software

Experience with financial administration and accounting - bookkeeping, invoicing, estimates, or payment tracking - using any relevant software

Proficiency in Adobe Creative Suite or similar graphic design tools

Experience with social media management and digital marketing platforms

About Us: Sky Sight Inc. is an AEC consulting firm providing building design, engineering, building measurements, geospatial, surveying, and advisory services across residential, commercial, industrial, and mixed-use projects. Registered as a BCIN Design Firm with the Ministry of Municipal Affairs and Housing, we deliver practical, well-coordinated solutions through modern workflows, BIM, and advanced site data - in a collaborative, fast-paced environment where every team member is encouraged to contribute meaningfully from day one.

Salary: $50,000 per year, plus bonus

Extended Health, Dental, and Vision Benefits

Life and Critical Illness Coverage

RRSP Matching

Team events and company activities

Significant professional growth opportunities within a fast-growing firm

Location: In-person at our Burlington office: 3325 Harvester Road, Unit 11, Burlington, Ontario, L7N 3N2.

#J-18808-Ljbffr