Administrative Assistant Receptionist

Job Description

CIMA+’s Infrastructure team delivers impactful water, wastewater, and municipal projects across Canada by combining technical excellence with strong local insight. To support this dynamic team, we are looking for a professional, organized, and proactive Administrative & Project Assistant to join our Mississauga office.

This role blends front‑of‑office reception and office coordination with project‑based administrative support, making it ideal for someone who enjoys variety, collaboration, and playing a key role in keeping both people and projects running smoothly.

What You’ll Do

Reception & Office Operations

• Create a welcoming, professional experience for visitors and clients.
• Manage reception duties including phones, mail, couriers, security fobs, and meeting room coordination.
• Maintain office spaces, boardrooms, kitchen areas, and supply levels.
• Coordinate office services, vendors, building management, and minor facility needs.
• Support onboarding activities, workstation setup, parking, and staff logistics.
• Plan and support office events, meetings, and internal initiatives.

Administrative Support

• Manage calendars and meetings, including scheduling, room bookings, materials preparation, and minutes distribution.
• Prepare, format, proofread, and distribute documents, reports, presentations, and bulk communications. (mail merges)
• Maintain and update records, tracking tools, databases, and organized filing systems.
• Support financial administration, including invoice tracking, purchase orders (Dynamics 365), and expense reconciliation.
• Coordinate travel, transportation, and logistics, including bookings. (flights, hotels, vehicles)
• Support marketing and events, including materials preparation, registrations, and promotional items.
• Plan and coordinate office and team events, including catering and invitations.
• Manage office operations, including supplies, vendors, business cards, and shipping/couriers.
• Administer employee support functions, including CV formatting, onboarding coordination, and PPE tracking.
• Be a member of our Joint Health and Safety Committee.

Qualifications

• 2+ years of experience in administrative, reception, or project support roles
• (experience in engineering, construction, or consulting is an asset)
• Strong attention to detail and pride in producing high‑quality, polished documents
• Excellent communication and organizational skills
• Confidence managing multiple priorities in a fast‑paced environment
• Proficiency in Microsoft Office; familiarity with Dynamics 365 is an advantage
• Friendly, professional demeanor with a collaborative mindset
• Access to a personal vehicle for occasional work‑related travel

Additional Information

Why Choose CIMA+?

• Comprehensive benefits from day one
• RRSP with employer contribution
• Employee share ownership opportunities
• Flexible hybrid work model and strong work‑life balance
• 3–5 weeks of vacation based on experience
• Tailored training and long‑term growth opportunities

At CIMA+, we value diverse perspectives and encourage you to apply—even if you don’t meet every requirement. If you enjoy being the go‑to person who keeps offices welcoming and projects organized, we’d love to hear from you.

At CIMA+, we recognize the richness and diversity of each individual’s experience. Compensation for this role is therefore based on the candidate’s experience, skills, and qualifications, while maintaining internal equity. The level and associated salary may vary depending on the candidate’s profile.

CIMA+ uses an applicant tracking system that includes an automated match score feature. However, this score is not used to screen, assess, or select applicants. All hiring decisions are made through human review.

Ethics and integrity are fundamental values at CIMA+. That is why we are committed to ensuring equal access to resources and opportunities for candidates, regardless of their identity (race, ethnicity, colour, religion, gender, age, disability, sexual orientation, gender identity or expression, socio-economic status or background, etc.).

In keeping with the principles of employment equity, we encourage all applications, including, but not limited to, those from women, Indigenous people, people with disabilities and visible minorities. We also encourage candidates to complete the self-identification form when applying for employment.

Accommodations are available on request. Your Business Partner will process your request.

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