Administrative Assistant

Role

Reporting to the Division Manager, the Administrative Assistant is responsible for duties surrounding efficient operation of the office as well as supporting the projects team on clerical and administrative duties to ensure the effective delivery of projects. The Administrative Assistant performs reception, clerical and administrative duties and may also correspond with stakeholders internal and external to the organization and process data that further supports the initiation, execution, and closing of project cost and schedule tracking. The Administrative Assistant is also responsible for providing support for other employees in the office.

Responsibilities

• Greet and welcome all clients and visitors

• Coordinate and obtain pertinent information of office visitors and inform appropriate personnel
• Assist with daily office maintenance (order office, kitchen, janitorial and shop supplies when needed, ensure cleanliness of kitchen and other common areas) Correspond with the weekly cleaner of any changes
• Answer the phone and ensure appropriate distribution of calls
• Sort and distribute incoming mail and faxes on daily basis. Send and receive courier packages as requested
• Supporting in the update and reconciliation of project data in project tracking and cost tracking software to allow for project forecasting.
• Draft, edit, format and organize project controls and scheduling documentation.
• Schedule and coordinate meetings, appointments, travel arrangements, and submitting expenses for managers.
• Entering timesheets for truck drivers, field staff when leads are unable to.
• Approval of timesheet tracking data to active projects.
• Record, compile, transcribe and distribute meeting minutes, when requested
• Communicate with various offices to ensure that information and events are relayed between all facilities
• Assist with planning and coordination of special events
• Onboard new employees, ensure all the appropriate paperwork is completed, involve IT to have their access and emails set up, and issue proper PPE if required
• Provide administrative support as needs arise to other department

Wage $19-$34 based upon experience

Requirements

• High School Diploma is required
• 1-2 years of experience working in an administrative role is required
• Working knowledge of operation of standard office equipment would be an asset
• Proficiency in Microsoft Office Suite is required
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping would be an asset
• Excellent communication (written and verbal) skills required

Benefits

• Employee Assistance Program - Counseling

• Retirement Plan (401k, IRA)
• Health Care Plan (Medical, Dental & Vision)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability
• Family Leave (Maternity, Paternity)
• Training & Development