Administrative Assistant

Qualifications:

• Secondary school graduation certificate or equivalent experience.

Experience: 2 year or less than 3 year experience required.

Job Duties:

The Administrative Assistant will provide administrative and organizational support to management and staff and will be responsible for the following duties:

• Prepare, format, edit and proofread correspondence, quotations, invoices, purchase documents, work orders, reports, forms and other business documents using computerized office software.
• Receive, review, organize and distribute incoming mail, electronic correspondence and other documents, and coordinate the flow of information between management, employees, clients, suppliers and other departments.
• Schedule, coordinate and confirm appointments, meetings, conference calls and other business commitments for management and staff.
• Maintain and update electronic and physical filing systems, records, databases and other information-management systems in accordance with established office procedures.
• Establish, maintain and follow administrative procedures for document handling, correspondence, filing, scheduling, record keeping and the day-to-day operation of the office.
• Prepare meeting agendas, supporting materials and documentation; attend meetings as required; record, prepare and distribute meeting minutes and action items.
• Monitor office supplies and equipment, maintain inventory records, prepare purchase requests and coordinate the ordering of office supplies and routine office services.
• Coordinate business travel arrangements, including transportation, accommodation, itineraries and reservations, as required by management and staff.
• Compile information from quotations, invoices, payroll-related records, purchase records and other business documents and assist management with cost analysis, cost comparisons and variance tracking for administrative and operational purposes.
• Assist management in preparing estimates, cost summaries and supporting calculations for projects, services, purchases and operational activities by gathering and organizing information from suppliers, subcontractors and internal records.
• Prepare and maintain documentation relating to employee benefits, payroll-related matters and union remittances, including compiling required information, verifying supporting records and preparing administrative filing/remittance documentation for management review and submission.
• Maintain records of union-related correspondence, remittance documentation, deadlines and confirmations, where applicable, and communicate with union representatives or relevant organizations regarding routine administrative matters.
• Assist management with the administrative preparation of contracts, agreements, purchase documents and related correspondence, including gathering information, preparing drafts from approved templates, tracking revisions and maintaining execution records.
• Coordinate communications with clients, suppliers, subcontractors, unions and other business contacts regarding administrative, documentation, scheduling, invoicing and contractual matters.

Permanent Residents and Canadians will be prioritized.

Pay: $38.50 per hour

Expected hours: 31.0 – 40.0 per week

Benefits:

• On-site parking

Work Location: In person