Your new company

The Administrative Assistant will ensure the efficient and timely day-to-day operation of the office and provide administrative support.

Your new role

• Generate, format, and proofread professional documents, including proposals, reports, and memos, utilizing word processing, spreadsheet, and database software.
• Gathers and utilizes information from different sources and liaises with various stakeholders to support and ensure a timely proposal submission process.
• Creates project numbers for Project Managers within the Enterprise Resource Planning (ERP) system
• Conducts research and retrieves data on the company ERP system.
• Codes and files physical and electronic documents according to the established procedures, managing electronic file backups.
• Maintains and updates the organizational database to ensure data accuracy and integrity.
• Serve as the primary administrative point of contact for the BC Planning and Architecture team.
• Liaises with administrative staff in other offices of the company.
• Performs month end duties as required (e.g., 3-month projections, following up with Project Managers, ensuring all information is up to date).
• Respond promptly and accurately to general information requests from internal and external contacts.
Reception Coverage:
• Provide front-desk coverage for lunch breaks and as needed, professionally greeting all clients, suppliers, and visitors.
• Answer and direct incoming general phone inquiries and forward incoming general emails to the appropriate staff members in a professional and courteous manner.
• Assists with processing daily deposits and setup of courier shipments.
• Provides ad hoc support for office equipment issues (e.g., coffee machine or printer/photocopier).
• Purchases and stocks office supplies, ensuring essential supplies are always available.
• Execute all other tasks required for the smooth and efficient running of the office.

What you'll need to succeed

• Previous administrative experience within a professional services firm (e.g., engineering, architecture, planning) preferred
• Post-secondary education in business, computers, or office management an asset
• Proficiency in Adobe InDesign & Gantt Charts is an asset
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Exceptionally organized and detail-oriented
• Ability to multitask and prioritize workload effectively
• Strong analytical abilities
• Strong interpersonal and communication skills
• Excellent communication skills (oral and written)
• Positive, self-motivated with a service and team-oriented attitude

What you'll get in return

$50-60K depending on experience, vacation and extended benefits with a great company culture and RRSP

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

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