Administrator

5 months ago

Calgary, Canada Smith + Andersen Full time

**Role: Administrator**

**Location: Calgary, AB**

**Job Type: Hybrid - WFH + In Office**

**Who We Are**

Smith + Andersen is a trusted, Canadian, multi-disciplinary engineering firm with ten office locations in five provinces and approximately 700 employees.

At Smith + Andersen, our employees contribute to some of the most innovative and sustainable building design projects in Canada. The work we do has meaningful impact on the community by contributing to landmark projects such as hospitals, transit stations, parks, federal and provincial government buildings and post-secondary institutions.

Our values drive and define everything we do, demonstrating a deep commitment to mentorship and quality work that spans nearly six decades in business. In addition, we are proud to have been certified as a Great Place to Work for the highly collaborative culture we’ve built and for empowering employees to do great work

**This Opportunity**

The Calgary office of Smith + Andersen is currently seeking an Administrator. You are highly organized and have the ability to prioritize tasks in order to manage your workload. You enjoy taking on new challenges and efficiently get work done. You’re a team player with excellent communication skills and you’re looking for an opportunity to work in a dynamic environment.

**Why choose Smith + Andersen?**

In addition to an exciting career filled with meaningful work, we offer:

- Competitive salary
- Flexible hours and half day Fridays (all year round)
- Comprehensive Group Health Benefits Program
- Group Retirement Savings Plan (Employer and Employee Contributions)
- Employee Share Ownership Program (ESOP)
- Purchase Time Off Program (PTO)
- Transit Subsidy Program
- Wide variety of community and social events
- **Great Place to Work-Certified** TM

**What You'll Do**
- Perform report administration; input and format data along with development of new documents and templates as well as improving existing processes to increase efficiencies.
- Prepare specifications and run macros. Ensure each aspect of the job is specified correctly; format macros according to company standards or using client templates. Additionally, provide support to designers and project managers in editing job specifications.
- Coordinate the tracking of projects by corresponding with designers and engineers to obtain project specific information. Update project tracking sheets on a monthly basis; provide PDF and hardcopies as requested.
- Assist in tracking and scheduling client and project follow ups.
- Manage the submission process of contractor shop drawings, organize transmittals for designer review, and complete PDF conversion and binding of revised shop drawings while updating alterations to client portals.
- Assist in the drafting of documents such as progress billing, change notice reviews, occupancy letters. Review with senior design team for accuracy. Issue documentation to clients. Maintain change notice log.
- Coordinate meetings; prepare agendas, take minutes, and track all project updates.
- Maintain databases and filing systems for all projects; update internal systems ensuring records are well maintained and up-to-date.
- Assist reception during periods of absence. Greet clients and vendors, in person and over the phone using outlook calendar to book meeting rooms.
- Provide additional office and administrative support to other work groups as requested.

**Who You Are**
- University or College degree in Business Administration, or acceptable combination of education and experience.
- 2 to 5 years of experience providing administrative support for mid to senior level management within the construction, architecture or engineering field.
- Have superior organization and administrative skills with the ability to prioritize and multitask in a fast-paced environment. ⁠
- Proficiency with Microsoft (MS) Office: Word, Outlook, Excel, PowerPoint.
- Strong written and oral communication skills; able to communicate with both internal and external clients.
- High attention to detail and an ability to accept direction.
- Highly organized and able to prioritize work schedule.
- Ability to work independently as well as part of a team.

**Accommodations**

**About Smith + Andersen**

Founded in 1965, Smith + Andersen is a trusted Canadian consulting engineering firm with offices in Vancouver, Kelowna, Calgary, Edmonton, Winnipeg, London, Hamilton, Toronto, Ottawa, and Halifax. Smith + Andersen has organically grown from an established reputation as trusted mechanical and electrical consultants, reaching new levels of engineering and design excellence in the communications, security and audiovisual fields, and providing enhanced services such as lighting, building automation systems, and intelligent integrated systems design.

**Recruitment Agencies**
- Smith + Andersen is an equal opportunity employer._

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