Administrative Assistant

3 weeks ago

Edmonton, Canada Rising Edge Group Full time

**Role**
- Reporting to the Division Manager, the Administrative Assistant is responsible for duties surrounding efficient operation of the office. The Administrative Assistant performs reception, clerical and administrative duties. The Administrative Assistant is also responsible for providing support for other employees in the office._

**Responsibilities**
- Greet and welcome all clients and visitors
- Coordinate and obtain pertinent information of office visitors and inform appropriate personnel
- Assist with daily office maintenance (order office, kitchen, janitorial and shop supplies when needed, ensure cleanliness of kitchen and other common areas) Correspond with the weekly cleaner of any changes
- Answer the phone and ensure appropriate distribution of calls
- Manage visitor sign-in sheet, keys for the building and calendar for common meeting space
- Sort and distribute incoming mail and faxes on daily basis. Send and receive courier packages as requested
- Regular maintenance of electronic and hard copy filing system. Ensure records are kept systematically and are easily accessible to other employees
- Navigate through Viewpoint to find reference points regarding external or internal requests for vendor invoices or purchase orders.
- Receive delivery of material in the shop, log material received in Edmonton Receiving Log that is located in SharePoint, receive material in Viewpoint and keep electronic and hard copy of all packing slips. Mark the material with the appropriate jobs and place on job shelf, updated the project BOM. Respond to requests from Accounts Payable departments on materials that may or may not have been received.
- Packaging and prepping for materials to be shipped via courier to clients, customers, and other REG locations.
- Schedule and coordinate meetings, appointments, travel arrangements, and submitting expenses for managers.
- Entering timesheets for truck drivers, field staff when leads are unable to.
- Record, compile, transcribe and distribute meeting minutes, when requested
- Communicate with various offices to ensure that information and events are relayed between all facilities
- Assist with planning and coordination of special events
- Provide administrative support as needs arise to other departments
- Engineering department:

- setting up and coordinating department and project meetings via teams or Go To meeting.
- Book travel and submit expenses for Engineering group.
- Maintain and update project schedule on MS Projects and master schedule weekly with the current financial reports.
- Update and send out weekly forecast sheets to the Engineering group using the information to update the MS project schedule.
- Creating and maintaining projects OneNote and teams for new projects.
- Working with Document Control, scanning, printing, securing and organizing drawing and print packages.

**Requirements**:
**Qualifications**
- High School Diploma is required
- 1-2 years of experience working in an administrative role is required
- Working knowledge of operation of standard office equipment would be an asset
- Proficiency in Microsoft Office Suite is required
- Past use of Forklift and certification would be considered an asset
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping would be an asset
- Excellent communication (written and verbal) skills required

**Benefits**
- Extended Healthcare Plan (Medical, Disability, Dental & Vision)
- Paid Time Off Benefits
- Training & Development
- Employee Assistance Program - Counseling
- RPP - Group RRSP

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