Administrative Assistant

4 weeks ago

Ottawa, Canada Read Jones Christoffersen Ltd. Full time

Specializing in structural engineering, building science, structural restoration, structural glass engineering, parking facility design and building energy modelling, RJC Engineers (RJC) is one of Canada’s leading engineering firms. Recognized as an exceptional workplace, we mentor the next generation of Canada’s ‘best and brightest’ engineers and technologists. With offices and expertise across Canada, we challenge our people to push technical boundaries and provide leadership in our fields of practice, while providing services for clients and projects nationwide.

We believe in taking care of our people and help them realize their full potential. RJC offers the opportunity to work in an engaging team environment where you will work on exciting and challenging projects, discover new and developing technologies, practices and techniques and where you will flourish in a culture of continuous learning and collaboration. Working under the guidance of leading technical specialists who broadly share their expertise, you will get to fine tune your skills and cultivate your expertise while being given the opportunity to pursue your professional goals.

Specific Accountabilities:
Reception Duties:

- Answer incoming calls in a professional, polite, and cheerful manner.
- Welcome clients and visitors, providing a warm and hospitable environment.
- Manage office supplies to ensure availability for staff.
- Handle incoming mail, packages, and deliveries, and notify recipients promptly.
- Maintain a log book for guest attendance.
- Coordinate sending and receiving packages via couriers and Canada Post.

Administrative Duties:

- Type, edit, proofread, and produce various documents including reports, engineering specifications, letters, and correspondence.
- Digitally file documents and maintain templates for efficient workflow, as necessary.
- Assist with travel arrangements, boardroom meetings, and lunch and learns (do you have these events? Or will be planning on having these in the future?).
- Order coffee, tea, and kitchen-related items for the office.
- Perform other administrative tasks as assigned by the Office Services Manager.

Word Processing:

- Create, edit, and proofread documents such as reports, fee proposals, and contract documents.
- Coordinate printing and binding of reports as necessary.

Accounting Assistance:

- Collaborate with accounts receivable/payable in the Toronto office.

Filing and Document Control:

- Assist in filing digital and paper correspondence, invoices, reports, and proposals.
- Maintain the archive file database, ensuring accuracy and accessibility of records.

General Housekeeping Maintenance:

- Ensure cleanliness and tidiness of office spaces, particularly after meetings and presentations.
- Assist with miscellaneous facility duties as required.

Miscellaneous:

- Assist with special projects and perform other duties as assigned by the Regional Manager and Office Services Manager.

Qualifications:

- High school diploma or equivalent; additional qualifications in office administration or related field preferred.
- Previous experience in a receptionist or administrative role is an asset.
- Proficiency in Microsoft Office Suite and familiarity with office equipment.
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and professionalism at all times.

TG-LI1

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