Administrative Assistant

3 weeks ago

Grande Prairie AB, Canada Avanti Software Inc. Full time

Our Values:
SERVICE | TRUSTWORTHINESS | QUALITY | INNOVATION | TEAMWORK
Are you service-oriented and passionate about providing support within a innovative environmental management organization? If you are committed to making our world a better place by providing administrative support to our scientific consulting organization intrusted in solving today’s complex problems in the world, you would fit in well at MEMS. We are a privately owned company looking for individuals who understand the value of collaboration, listening, and critical thinking. If this sounds like the right fit, this is an exciting opportunity for you.
About Millennium EMS:
Millennium EMS Solutions (MEMS) is an employee-owned environmental consultancy providing environmental, health and engineering services across western Canada since 1998. We are known for our credibility, integrity, technical competence, and our talented staff. We meet and exceed the needs of our client’s projects because we are prepared technically, professionally, and logistically. We are delivery-oriented and deliver superior, cost-effective services.
Job Overview:
This position is the first point of contact for visitors to MEMS’ offices and provides administrative, Equipment Centre, technical and production support to the organization. This is a demanding full-time role ensuring that the Grande Prairie office is operating in accordance with MEMS’ requirements. Duties include maintaining office equipment and supplies, undertaking reception duties, assisting project personnel in multiple areas including setting up meetings, production, invoicing, and equipment management.

As an Administrative Assistant, you will be responsible for:
Office Administration (20%)
  • Assist in the maintenance of general company information, such as employee and extension lists, floor plans, and key contacts and supplier information.
  • Assist with the planning and preparation of meetings and conference calls; maintain meeting room and conference call schedules; assist with setting up rooms, delivery of catering, and clean up.
  • Serve as the go-to on the proper operation of office equipment. Coordinate repairs and maintenance as necessary.
  • Maintain office supplies and materials, and ensure that water, coffee, and other kitchen supplies are available. Order new stock as required.
  • Answer incoming calls, respond to general inquiries and requests for information.
  • Receive and sign for letters, packages and other deliveries, distribute mail, process courier, packages and outgoing mail.
  • Responsible general office areas including supply room, building maintenance, etc.
  • Support onboarding of new employees including conducting new hire orientations and all related tasks.
  • Assist in MEMS Corporate event planning and execution, as needed.
  • Assist Administrative Operations and Production Lead with archiving.
Production Support (30%)
  • Producing technical and confidential documents to MEMS, Client and/or regulator formatting standards including letters, reports, figures, etc.
  • Proofreading and type-editing internal and external deliverables.
  • Provide backup monitoring and assigning of incoming Production Support Tasks through maintenance of the Production Inbox as needed.
  • Utilizing MEMS and/or Client File Transfer System (“File Drop”) sites.
Technical Support (25%)
  • Assist Project Managers with distribution of completed deliverables.
  • Data entry and support for Project Managers
  • Completing uploads and downloads from client sites as directed by the PMs for reports and supporting documents; safety paperwork and ground disturbance packages; airphotos; others as needed.
  • Assisting field staff with project filing as requested.

Equipment Centre Support (25%)
  • Assist with truck rentals (drop-offs and Pickups, scheduling maintenance when asked).
  • EC and Safety Consumables inventory
  • Clean up in EC when needed.
  • Measure staff for coveralls and send to Safety.
  • Assist with equipment centre tasks and notify the SP EC or Supervisor when inventories are low or when the GP EC is not operating in accordance with MEMS’ specifications.
  • Other duties as assigned.
What You Bring:
  • Successful completion of Grade 12 and/or working towards a related administrative certificate from an approved business college/institute.
  • strong interpersonal skills;
  • ability to work in a fast-paced environment and handle frequent interruptions;
  • ability to take direction and guidance from multiple sources;
  • good analytical and problem solving skills;
  • ability to handle confidential and sensitive information;
  • capable to work in a team and independently with minimal supervision;
  • knowledge of Microsoft Office programs (Word, Excel, and PowerPoint); and
  • respectful, self-motivated, punctual and reliable.
Why Choose MEMS?:
MEMS believes in supporting employees in achieving their career goals while maintaining a healthy work-life balance. In addition to rewarding job opportunities, we offer an attractive employee package, including:
  • Competitive salaries
  • Comprehensive benefits package including flex benefits for extended health care, dental care, vision, life insurance, short term disability insurance, long term disability insurance, critical illness insurance and accidental death and dismemberment insurance
  • Employee share-ownership plan
  • Group RRSP matching plans
  • Employee wellness programs
  • Career development planning
  • Flexible hours
  • Compensation for subscription and accreditation fees.
Stay Connected To Us:
Follow us on LinkedIn and Indeed for the latest job postings and news.
Equal Opportunity Statement
MEMS practices equal opportunity and fair hiring practices when filling positions and will hire the most qualified individuals based on their knowledge, skills, abilities and other competencies. MEMS has adopted this philosophy to ensure all employees, and potential candidates are considered for employment opportunities through a consistent, fair and barrier-free approach. #J-18808-Ljbffr

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