Office Administrator

3 weeks ago

Vancouver, Canada Entuitive Full time

**What is the Opportunity?**

Working closely with our Vancouver team, the Office Administrator will be accountable for supporting the key priorities around the administrative functions at Entuitive. As a member of the Admin team, this role will ensure the office operations are running smoothly including administration, reception, facility related activities, assisting with the preparation of reports and proposals, and updating standardized documents and templates for project use. This role will also provide a wide range of administrative support to our People and Culture, Marketing and Communications and Business Development departments while demonstrating a high level of professionalism and confidentiality at all times.

**What will you do?**
- Acts as the first point of contact to visitors, answering all in-coming calls in a courteous and professional manner, taking messages as needed and directing visitors accordingly.
- Works collaboratively with our Senior Office Administrator in providing administrative support across offices.
- Orders and maintains office supplies & equipment.
- Oversees the booking and use of meeting rooms.
- Coordinates office access for employees and vendors with building management.
- Maintains the office spaces in a clean and professional manner. This is the responsibility of all office users however, you would be the "catch all" for when protocols are not being followed.
- Assists in the implementation of IT (information technology) requirements in Vancouver. Such tasks may include set up of workstations for new employees, or other tasks with direct instruction from the IT team.
- Assists new employees with general office orientation, workstation location and connecting to orientation meetings.
- Provides a high level of administrative support to the Vancouver team by composing and editing a variety of documents. This may include highly confidential correspondence, spreadsheets, contracts, proposals and presentations.
- Assists with organizing corporate meetings and special events including coordinating catering, venues and reservations.
- Formatting and editing specifications and other documents for the project teams making all necessary revisions throughout the project lifecycle as required
- Other duties as assigned.

**Requirements**:
**What do you need to succeed?**
- Five to seven years' experience working in an administrative role.
- Intermediate to Advanced knowledge using Microsoft Word, Excel, and PowerPoint.
- Excellent communication skills, both written and oral, and an ability to communicate effectively with individuals at multiple levels ensuring professionalism in all interactions.
- Demonstrated ability to use discretion when dealing with sensitive and confidential information.
- Customer service focused with the ability to anticipate needs proactively and the flexibility to work with changing priorities and multiple deadlines.
- Demonstrated organizational and prioritization skills to ensure deadlines are met.
- Ability to exercise good judgment and decision making by assessing the situation and escalating to the appropriate individuals when required.

**Benefits**

**About Us**

We are a group of engineers, designers, technologists, and city-building experts delivering uncompromising performance through a comprehensive range of services for the built environment. Our culture and commitment enable us to achieve progressive solutions to the most complex challenges. We are purpose-led and passion-fueled.

Founded in 2011 and backed by decades of experience, we take design performance further through our collaboration with clients in North America and abroad, including architects, developers, building owners, managers, and construction professionals.

Our practice encompasses integrated structural engineering, building envelope services, sustainable building consulting and planning, special projects and renovations, energy and carbon performance, fire and pedestrian modelling, restoration, bridge design and rehabilitation, construction engineering, and transportation for new and existing structures and communities.

We are deeply committed to fostering an inclusive, equitable, and accessible environment where all employees and clients feel valued, respected, and supported. Entuitive will ensure that reasonable accommodations are made to persons with disabilities during the recruitment and assessment processes.

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