Administration & Operations Coordinator Part-Time
Job Summary
Approximately 24 Hours per Week Remote (Ontario Preferred) About Eternity Engineering Eternity Engineering is a growing structural engineering firm providing engineering services throughout Ontario and across Canada. Our team works on residential, commercial, industrial, and institutional projects and is committed to delivering practical, responsive, and high-quality engineering solutions. We are seeking a highly organized, positive, and proactive Operations & Administration Coordinator to support our leadership team and help keep our business running efficiently. This position combines bookkeeping, proposal administration, project coordination, client follow-up, workflow management, and general operational support. The successful candidate will play a key role in maintaining company organization, improving efficiency, and supporting our engineers and project managers. This is an excellent opportunity for someone who enjoys taking ownership, staying organized, solving problems, and helping a professional team operate at a high level. Primary Areas of Responsibility The successful candidate will assist with: Bookkeeping and financial administration using QuickBooks Online and Dext Invoice preparation and accounts receivable follow-up Collections and client communication Proposal preparation and administration CRM and project database management Project tracking and site visit coordination Microsoft Planner and workflow management Shared inbox administration Client, contractor, and consultant follow-up Health & Safety administration Engineering licence and compliance tracking This role supports the President, Partners, Senior Associates, and Design Team and serves as a key coordinator for many of the company's day-to-day operational activities. Minimum Qualifications Required Minimum 5 years of bookkeeping, administrative, or operations experience Strong working knowledge of QuickBooks Online Experience with accounts receivable and collections follow-up Strong proficiency with Microsoft Outlook, Word, Excel, Teams, and Planner Excellent verbal and written communication skills Ability to work independently in a remote environment Strong organizational and multitasking abilities Preferred Diploma or Certificate in Accounting, Bookkeeping, Office Administration, Business Administration, or a related field Experience using Dext Experience using CRM software Experience working within engineering, architecture, construction, or professional services environments Schedule This position averages approximately 24 hours per week. The successful candidate may work one of the following schedules: Tuesday to Thursday, 9:00 AM to 5:00 PM Monday to Thursday, 9:00 AM to 3:00 PM Tuesday to Friday, 9:00 AM to 3:00 PM Schedule flexibility may be considered for the right candidate. Compensation $21.00 - $26.00 per hour Compensation will be based on experience, qualifications, and demonstrated competency. Remote Work Requirements Applicants must have: A dedicated home office workspace Reliable high-speed internet The ability to handle confidential client and financial information securely The ability to work independently while remaining accessible during scheduled working hours Before You Apply Please ensure you meet the minimum qualifications and carefully review the responsibilities described above. We are seeking a long-term team member who is positive, detail-oriented, organized, dependable, and committed to helping our company grow. Applications will only be considered when submitted through this intake form. We appreciate your interest in joining Eternity Engineering and look forward to learning more about you.
Job Application Form
Full Name
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First Name
Last Name
Email Address
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example@example.com
Phone Number
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Area Code
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City (Confirm Ontario)
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Eligibility to work in Canada
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Education
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References
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Additional Information
Why are you interested in this role with Eternity Engineering?
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Years of Bookkeeping Experience
Less than 2
2-4
5-7
8-10
10+
Software Proficiency: Microsoft Outlook
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QuickBooks Online Experience
None
Less than 1 year
1-3 years
3-5 years
5+
Software Proficiency: QuickBooks Online
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5
Have you reconciled bank and credit card accounts?
Yes
No
Software Proficiency: Microsoft Excel
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5
Have you managed Accounts Receivable?
Yes
No
Software Proficiency: Hubspot CRM
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Have you performed collections follow-up with clients?
Yes
No
Software Proficiency: Microsoft Teams
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5
Dext Experience
Yes
No
Software Proficiency: Microsoft Planner
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Situational Question 1) A client invoice is 30 days overdue. What steps would you take before escalating the matter to management?
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Situational Question 2) You notice a project exists in QuickBooks but key information is missing from the CRM. What would you do?
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Situation Question 3) You have:5 invoices to issue 3 proposal requests 2 clients requesting project updates How would you prioritize your day?
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Describe a challenging client interaction you successfully resolved.
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Available Start Date
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Month
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Day
Year
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Work Week Schedule Availability
Tuesday-Thursday (9am-5pm)
Monday-Thursday (9am-3pm)
Tuesday-Friday (9am-3pm)
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