Office Administrator/document Controller
6 months ago
**Job Summary**:
Under the direction of the Commercial Project Manager and the Project manager, the Office Administrator/Document Controller will be responsible to oversee and manage all the project documents, ensuring all the documents are signed, all the data is accurate, and stored as per the company policies and procedures. Also, the organization and coordination of all the administrative activities facilitate an effective office environment.
**Essential Duties and Responsibilities**:
1. Provide administrative support to the Project Manager, Commercial Project Manager, and Construction Manager.
- Includes typing of memos, documents, and correspondence.
- Calendar and Schedule Management appointments as required.
2. Manage and maintain all project documents
- Ensure timely, accurate, and efficient preparation of documents
- Control numbering, sorting, filing, storing
- Storing and retrieval of both electronic and hard copy documents produced by technical teams and departments
3. Coordinate Workflow and Office Activities
- Maintain the general appearance of the office.
- Organize and maintain filing system.
- Greet visitors, answer/screen/direct phone calls, and take/forward messages.
- Track all incoming mail, and process outgoing mail.
- Order office supplies/maintain supply room and arrange for courier/shipment pickup.
- Maintain and organize kitchen and lunchroom and supplies.
4. Organize internal and external meetings
- Create, transcribe and distribute meeting agendas and minutes.
- Set up conference calls.
- Prepare catering requests and ensure prompt delivery of service.
5. Event Planning
- Organize social events and design required correspondence.
6. Coordinate IT with an external organizer
- Ensure proper and functional internal IT requirements.
- Ensure inactive users are removed.
7. Manage and process correspondence
- Update/maintain the document management system for all contractual correspondence.
- Ensure that all required signatures are on all outgoing documents before submission.
- Bind documents for various departments.
8. Perform other related duties as assigned by Management.
- Knowledge and Skills:
- Strong MS Office skills (Word, Excel, and PowerPoint)
- Superb organizational and time management skills
- Excellent written and verbal communication skills
- Attention to detail
- Self-motivated, persistent, and flexible
**Qualifications**:
- 1 + year experience as an office administrator.
- College Diploma in Office Administration is an asset.
- Ability to deal with confidential issues professionally.
- Must have valid driver’s license and ability to supply own transportation.
**Physical Demands**:
While performing the duties of the job, the employee may be required to lift to 10 lbs.
**Work Environment**:
The employee is generally required to work in an office setting.
**Job Types**: Full-time, Permanent
**Benefits**:
- Dental care
- Extended health care
- RRSP match
- Vision care
Schedule:
- 8 hour shift
Work Location: In person
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