Administrative Assistant
Administrative Assistant
Posted on :
04-01-2025
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1 Vacancy
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Job Description
We are seeking a highly organized and professional Office Administrative Assistant to join our team. This position will provide administrative support while also managing reception duties to ensure smooth office operations. The ideal candidate will be an excellent multitasker with a strong attention to detail knowledge in construction industry superior communication skills in English and French and the ability to manage various administrative tasks with efficiency and professionalism.
Requirements
Responsibilities:
Receptionist Duties:
- Greet and welcome visitors clients and employees in a friendly and professional manner.
- Manage visitor security logs and ensure all visitors follow office security protocols.
- Handle incoming mail and packages distributing them to the correct personnel.
- Maintain the front office area kitchen and boardrooms ensuring it is neat organized and welcoming at all times.
Administrative Support:
- Perform general office administrative duties to assist Office Manager.
- Assist with scheduling meetings and appointments coordinating conference room bookings.
- Prepare and maintain office supplies inventory; order supplies when necessary.
- Prepare and send correspondence memos and reports as required.
- Support with employee onboarding and documentation as needed.
- Manage office equipment ensuring all systems are operational and coordinating maintenance when required.
Additional Duties:
- Provide support to with project coordination and administrative tasks for Office Manager.
- Ensure the confidentiality and security of office documents and files.
- Assist with organizing office events meetings and teambuilding activities.
- Perform other duties as assigned by the Office Manager or team leads.
Qualifications:
- College diploma or equivalent; additional certification in office administration is a plus.
- Minimum 2 yrs experience in similar role.
- Ability to obtain Secret II security clearance.
- Proven experience as an office assistant or receptionist ideally in a similar office setting.
- Proficient in Microsoft Office Suite (Word Excel Outlook PowerPoint); MS Teams.
- Excellent verbal and written communication skills.
- Strong organizational and timemanagement skills with the ability to prioritize tasks effectively.
- Professional and friendly demeanor with a commitment to customer service.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong attention to detail and problemsolving abilities.
- Ability to work both independently and as part of a team.
Working Conditions:
- Fulltime Monday through Friday.
- Location: 360 Albert Street Suite 720 Ottawa ON
Benefits
Benefits
- Competitive salary;
- 4 weeks of annual vacation;
- Flexible group insurance program upon entry;
- Group RRSP with employer contribution to a Deferred ProfitSharing Plan (DPSP);
- 24hour access to a virtual doctor (telemedicine);
- Training and development programs;
- Employee assistance program;
- Active social club and health and wellness committee;
- Diverse innovative and stimulating environment;
- A company built on values of respect integrity and a job well done;
- Firm recognized as one of Canada s Best Managed Companies.
Responsibilities Providing general administrative support to the construction site team, including filing, data entry, and document management; ensure compliance in the preparation and processing of weekly payroll; update employee records, hiring and termination, compiling hours; Receive visitors and correspondence at the site office, directing them appropriately; Fulfill requests related to site office management and administrative tasks; Coordinate and book the necessary arrangements for travel of project staff, if necessary; pick-up fuel management assignments of workers provide support to the superintendent and the project manager when there are problems with payroll, transportation, union, etc.; develop tools and processes to ensure the good functioning of the administrative services of the site; maintain an organized and efficient filing system of site office expenditure; receiving and delivering mail, sending faxes, and stocking office supplies; maintain supplies of stationery and equipment Minute-taking as required by the Project Manager Conditions Requirements 3-5 years experience in a site clerk position; hold a professional or technical diploma in administration or accounting (asset); having a thorough knowledge of the preparation of construction payroll (essential); Excellent command of Microsoft Office Suite and Outlook applications; Knowledge of the construction industry; Skills and attitudes required being organized and have good speed for execution; good resistance to stress and ability to meet tight deadlines; strong skills in human resource management and problem solving. Strong organizational skills with the ability to multi-task; Enjoys working in a team; Excellent communication skills; Interpersonal skills, tact, and diplomacy; Responsible and honest; Acts with discretion, and able to maintain and manage confidential information; Thoroughness and rigor;
Employment Type
Full Time
Company Industry
Key Skills
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