Administrative Assistant

6 months ago

Vancouver, Canada Marcon Full time

**About Us**

Many people (and a few pets) will spend their lives in a Marcon home, so we have to build it right, every time. Marcon is an established and trusted name in the construction community. If a project needs building, we can do it. Low-rises, high-rises, townhomes, retail centres, industrial parks—we have built them all. Marcon is an established real estate developer and builder, managing our own projects from conception through to execution and completion. Our achievements are not possible without a hardworking team, working together, to make it all happen. That’s why we’re looking for people who are eager to join an intelligent and motivated team to create something bigger than themselves and build communities that will impact a neighbourhood in infinite ways.

**About the Role**

Reporting directly to the Executive Assistant & Special Projects Manager, the Administrative Assistant will provide proactive administrative support and assistance to the Vancouver office, as well as support multiple Executives with daily administrative duties. We are seeking a sophisticated and adept individual to join our team, possessing exceptional administrative expertise and the capacity for efficient multitasking in a dynamic work environment.

Key Responsibilities:

- **Front Desk and Reception Management**: Act as the welcoming face of the company, greeting visitors with enthusiasm and professionalism. Manage the reception area to ensure it's always tidy and reflects the company's values. Handle visitor parking, access card, and provide orientation as needed.
- **Mail and Courier Services Management**: Oversee all mail and courier operations, ensuring timely and accurate handling of all incoming and outgoing correspondence. Conduct monthly reconciliations of courier costs to track and optimize expenses.
- **Boardroom and Hot Desk Coordination**: Utilize Skedda and Outlook for efficient management of boardroom bookings and hot desk arrangements. Regularly check these spaces for tidiness and readiness for use, ensuring a conducive working environment.
- **Event Planning and Organization**: Take an active role in Social and Culture Committee, organizing office events, from initial concept to execution. Coordinate logistics, manage vendors, and ensure each event aligns with the company's culture and objectives.
- **Office Environment Upkeep**: Keep the office environment orderly and clean, assisting in maintaining kitchen cleanliness and coordinating with contractors for any necessary repairs.
- **Contractor Research and Management**: Assist in researching and managing contracts for office operations, ensuring smooth and uninterrupted office functioning.
- **Internal Communication**: Jointly manage internal communications with another office admin, ensuring that messages are disseminated effectively and efficiently across the organization.
- **Corporate Office Liaison**: Maintain a seamless connection with Administrative Assistants in the corporate office, ensuring cohesive and comprehensive support across departments.
- **Senior Leader Support**: Assist 3-4 Senior Leaders with their daily administrative needs, including managing their calendars, scheduling meetings, and preparing materials for meetings.
- **Project Management Support**: Work closely with your direct manager on special projects, which may include research, data analysis, preparing presentations, and coordinating cross-departmental efforts.
- **Ad Hoc Responsibilities**: Address a wide range of ad hoc tasks that arise, demonstrating the ability to quickly adapt and respond. This may include assisting with office maintenance issues, supporting new employee onboarding, or handling specific requests from team members.

About You
- Outstanding customer service and winning personality
- 2 year minimum of reception experience
- Professional and friendly demeanour
- Ability to multi-task and prioritize workload
- Excellent communication skills with attention to detail
- Strong work ethic, time management skills and reliable

What We Offer
- Full-time, long-term employment
- Excellent group benefits after 3 months
- RSP Company Program
- Personal and professional development opportunities
- Dynamic fun work environment and company wide social events
- Competitive pay rates

If you are an enthusiastic, reliable, and hard-working individual who is interested in being a part of our team, then we want to hear from you

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