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Administrative Assistant

3 months ago

Ottawa, Ontario, Canada Universal Group Full time

Are you an organized and pro-active Administrative Assistant with strong customer service skills? Are you looking to work in a growing industry that helps everyone return home safe and sound.

Beacon Lite is one of the top providers of traffic control equipment and services. We are a fast-paced, growing business with over 50 years of traffic control experience. Locally we have locations in Ottawa, Gatineau, Kingston and Sudbury with over 300 employees between our 4 locations.

Beacon Lite has merged with the Universal Group, an industry leader in Traffic Control Personnel, Traffic Management Planning, Traffic supplies, Occupational Health and Safety Training, Landscaping, and Staffing services. We offer an entrepreneurial environment with opportunities for job advancement and continued education.

The Administrative Assistant is responsible for providing crucial administrative and clerical support to all brands, ensuring organizational efficiency. This role also contributes to tactical HR projects, facilitating their successful execution, while projecting a professional and courteous image to guests, enhancing the organization's overall effectiveness.

What you will be responsible for:

Administrative Support:

  • Answer incoming calls, direct inquiries, and provide assistance.
  • Manage voicemail, emails, and faxes, ensuring timely responses.
  • Welcome and assist on-site visitors, ensuring a professional impression.
  • Handle mail, both incoming and outgoing, efficiently.
  • Maintain office supplies and oversee vendor relationships.
  • Ensure a clean and organized workspace, including reception areas and meeting rooms.
  • Assist in obtaining Certificates of Insurance for third-party vendors.
  • Update organization charts and prepare Confirmation of Employment Letters.
  • Support various departments as needed.

Facilities and Security Management:

  • Maintain the FOB Key system and control access permissions.
  • Oversee the safety and cleanliness of office spaces and facilities.
  • Collaborate with vendors to ensure inventory of supplies and PPE.
  • Manage Business Licenses, keeping them updated as required.

HR Project Assistance:

  • Provide tactical support for HR projects and initiatives.
  • Assist in organizing and executing HR-related events or meetings.

What you get from us:

  • 3 weeks of paid vacation
  • Medical, Vision, and Dental benefits after probationary period.
  • Wellness Program, Company discounts
  • RRSP/DPSP plan available after probationary period
  • A fantastic corporate culture where you will feel supported and recognized for your work.
  • A large, growing company with room for development and advancement

What we need from you:

  • Proficient in computer-related programs such as Google Workspace (Gmail, Sheets, Docs)
  • Excellent interpersonal skills, including verbal and written communication.
  • Ability to work effectively and cohesively within a team, as well as independently.
  • Attention to detail with a high level of accuracy.
  • Ability to analyze and problem solve effectively in a variety of situations.
  • Outstanding organizational skills.
  • Excellent time management skills, with the ability to multitask and meet deadlines in a fast-paced environment.
  • Ability to handle unexpected situations
  • Flexibility in adapting to changing office procedures
  • Ability to handle sensitive information with discretion

Why Universal Group?

The Universal Group is driven by our purpose to provide Peace of Mind to both our clients and team members. Our people embrace our core values of being 'Passionate, Authentic, and Driven' in everything we do and in every decision we make every day. They are the fabric of who we are and, without question, the reason for our success and continued growth.

The safety of our team members and the public drives us daily.

The Universal Group is an industry leader in traffic control services, traffic management planning, traffic equipment supply, landscaping, temporary labour and occupational health and safety training. We are a one-stop shop, as our full suite of services ensures that we can manage projects from conception to completion.

For more information about the company, please visit our Indeed Profile

Our Commitment to Diversity

The Universal Group is an equal-opportunity employer committed to diversity and inclusion in the workplace.

We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic.

Apply today; we can't wait to hear from you. Come grow with us

APPLY NOW

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