Administrative Assistant

About CEP Forensic

Founded in 1972 by three engineers specialized in electrical failures and fire investigations, CEP Forensic has grown to over 230 professionals across 10 offices throughout Canada. With more than 50 years of experience and over 125,000 cases handled, CEP experts are trusted by insurers or legal professionals to determine the causes of losses and failures in various fields, including Fire Investigation, Electrical Engineering, Mechanical and Biomechanical Engineering, Structural and Civil Engineering, Materials Engineering, Metallurgy, Collision Reconstruction, Chemistry and Chemical Engineering, and Environmental Science.

We are seeking a friendly, organized, and service-oriented Administrative Assistant to join our Toronto office. This role is instrumental in creating a welcoming experience for clients, visitors, and employees while ensuring the efficient day-to-day operation of our office. Working closely with the broader CEP and LRI administration teams, the Administrative Assistant serves as the first point of contact for incoming calls, visitors, correspondence, and office-related inquiries.

Essential Job Functions

• Manage the front desk five days per week, greeting visitors, monitoring office access, and directing inquiries appropriately.
• Handle incoming telephone calls for both LRI Engineering and CEP Forensic, ensuring calls are routed efficiently and professionally.
• Receive, process, and distribute incoming mail, packages, and courier deliveries.
• Appropriately categorize incoming evidence and notify the designated expert.
• Assist with opening files for both LRI and CEP operations.
• Support experts with file preparation and organization as required.
• Review and format documents to ensure accuracy, consistency, and professional presentation before client delivery.
• Maintain office records, documentation, and division-wide communications as directed.
• Organize office and kitchen supplies and maintain orderly common areas.
• Manage file archiving processes and coordinate retrieval of archived files when required.
• Coordinate with property management regarding facility-related matters.
• Assist with booking boardrooms, hotelling workspaces, and supporting visiting or remote employees working onsite.
• Support marketing initiatives through organization and management of promotional materials.
• Participate on Health & Safety and Social Committees and assist with committee activities as required.
• Serve as the designated Fire Warden for the office.
• Protect confidential information with professionalism, discretion, and sound judgment.
• Comply with the Company's Quality Management System (QMS) and support internal and external ISO 9001:2015 audits.
• Provide general administrative support and perform other duties as assigned.

Qualifications

• Office Administration Diploma or an equivalent combination of education and experience.
• Minimum two (2) years of experience in a receptionist, administrative, or office support role.
• Strong proficiency with Microsoft Office 365 (Word, Excel, Outlook, Teams, and PowerPoint).
• Experience with Salesforce is considered an asset.
• Exceptional customer service and interpersonal skills with a professional and welcoming demeanor.
• Proven ability to handle confidential and sensitive information with discretion.
• Strong planning, organization, coordination, and time management skills.
• Excellent verbal and written communication skills.
• Strong document preparation and formatting abilities with exceptional attention to detail.
• Understanding of cross-functional business processes and workflows.
• Resourceful, proactive, and able to work independently while managing competing priorities.
• Positive, resilient, and adaptable approach to work.
• Bilingual proficiency in French and English is considered an asset.
• Ability to collaborate effectively in a fast-paced, team-oriented environment.

What We Offer

• Competitive compensation ($60,000 - $75,000)
• Onsite, required 5 days a week in office.
• Comprehensive benefits package including health, dental, vision, mental wellness, employee and family assistance programs, and virtual healthcare.
• Fitness and home office allowances.
• Paid flex days and additional holiday time.
• Professional development and career growth opportunities.
• A collaborative, supportive, and inclusive workplace culture.
• Employee events, wellness initiatives, and social activities.
• The opportunity to work with an experienced and passionate team dedicated to delivering exceptional client service.

If you enjoy creating positive first impressions, thrive in a collaborative environment, and have a passion for organization and customer service, we'd love to hear from you.