Administrative Professional

2 weeks ago

Regina, Canada Avana Developments Inc. Full time

**Avana Developments Inc. **is a high-growth company focused on development in Western Canada. Driven by a team of motivated and enthusiastic leaders, with an unwavering entrepreneurial spirit, **Avana **is dedicated to providing the community with beautiful, attainable, and safe rental homes.

We are expanding our team of professionals and are seeking highly organized, hard-working individuals, committed to personal development and excellence, who share similar goals and core values with our team. Everything we do is guided by our values: act with honesty and integrity, evolve with innovation and improvement, lead our community in social responsibility, incubate entrepreneurial spirit and personal development, while encouraging accountability.

We are hiring **an Administrative Professional **to support Avana’s large-scale growth plans. The successful applicant will succeed in a fast-paced progressive career, enjoy working with people in a team environment and lead with excellence. This role will report directly to the Vice President, Planning and is a full-time salary role.

**Key Responsibilities**:

- Monitor and communicate administrative standards, processes and policies for the Planning Division and making improvement recommendations to ensure optimum efficiency.
- Maintain project planning administration in Avana’s project management software.
- Assemble all briefing and background materials for leadership in preparation for meetings.
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
- Participate in and coordinate the Planning Division’s meetings including drafting and distributing agendas and recording minutes.
- Review and summarize proposals in the consultant selection process.
- Assist Project Planners in reviewing construction tender.
- Prepare and facilitate the execution of contract documents.
- Maintain Avana’s internal documents and record keeping.
- Assist in the preparation and maintenance of project and division budgets.
- Retrieve, research, and compile all briefing and background materials for the division.
- Draft, record, proofread, and edit documents for leadership.
- Track and monitor action items to ensure timelines are met.
- Manage incoming and outgoing correspondence on various channels, ensuring proper distribution.
- Create, review, verify, and distribute Purchase Orders for approval.
- Compile expense information and prepare budget reports for review.
- Book and coordinate division travel arrangements, meetings, dining, and accommodations when requested.
- Attend and represent Avana at various community events and functions.
- Other duties as assigned.

**Skills and Qualifications**:

- Three (3) years of experience in construction services, administrative support, contract administration, or construction project management is crucial.
- A diploma, certificate or equivalent in administrative services or in business administration is preferred.
- Understanding of the construction industry and processes are beneficial
- including codes, contract administration, and safety regulations.
- Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and project or construction management software.
- Excellent organization, time management, attention to detail, and communication skills are valuable.
- A great communicator both verbally and in writing.
- Critical thinking ability with solution-focused outcomes.
- Must be able to multitask and work well under pressure.
- Exceptional attention to detail, problem-solving ability, strategic thinking, excellent time management, and great interpersonal skills.
- Must be able to provide administrative support, including coordinating calendars, booking boardrooms, planning meetings and workshops, and arranging travel, accommodation and car rentals.
- Sense of ownership and pride in your performance and its impact on the company’s success.
- Excellent technical skills, including the ability to learn new software. Experience using Apple software is an asset.
- The ability to organize, prioritize and proficiently complete multiple tasks while dealing with frequent interruptions and tight deadlines.
- Approachable and collaborative in order to build strong working relationships.
- Innovative in order to identify and make process improvement recommendations.
- Thorough with attention to detail to ensure quality work.
- Adaptable in order to meet new challenges as they arise.
- Familiar with office management and administrative practices, procedures, protocols and equipment.
- Be able to work flexible hours, including additional time spent when necessary.

**Compensation Package**:

- **Salary Range**:$45,000 to $65,000 based on education and experience. Salaries are reviewed annually in October.
- **Benefits**:Dental and medical benefits package. 80% of the cost is covered by Avana. Option for employee to purchase disability and life insurance.
- **Pension Plan**:The Pension P

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