Administrative Assistant
3 weeks ago
**About Us**
Driven by a passion for detail and a tradition of excellence in design and architecture, Amacon is recognized as one of Canada’s most influential real estate development and construction firms. With five decades of development and construction expertise, a precise level of design and craftsmanship is evident in all the homes and commercial developments that Amacon builds.
**Position Summary**
Amacon is looking for a personable, energetic team player with a strong work ethic and who is proactive to take on the role as our front of house Administrative Assistant. This position can handle any administrative task and demonstrates a strong ability to be organized, discrete and enables efficiency and productivity.
**Reception Duties**
- Announce guests and couriers to the appropriate party
- Answer the multi-line switchboard in a professional and pleasant manner and direct callers to the appropriate person
- Greet visitors to the organization in a professional and friendly manner
- Receive and screen information, visitors, and phone calls using judgement of sensitivity
- Utilize strong problem resolution skills when dealing with difficult situations
- Responsible for arranging all outgoing couriers as well as receiving incoming couriers and distributing them to the appropriate person in a timely manner
- Reply to general information requests with accuracy
- Set up, clean, and restock the Boardroom(s) prior to and after meetings
- Ensure that the office looks professional, neat & presentable at all times including reception, lobby & hallway
- Arrange adequate coverage of the reception area when away from reception for any reason
**Administrative Tasks**
- Maintain boardroom calendars, schedule meetings/calls, and prepare materials and related tasks
- Receive and sort and distribute all incoming mail
- Process outgoing mail on a daily basis and place it into a post box at the end of the day
- Process invoices, expense reports, cheque requisitions, project budgets, and maintain an organized filing system of paper and electronic documents
- Archive paper files onto the excel database and move down to storage
- Support and assist with company events and office functions
- Clear out the ‘M’ Drive of old files that are no longer applicable
- Research and assist with various projects and miscellaneous duties as requested
- Other duties as required
**Skills & Qualifications**
- Education: University degree or diploma in a relevant field would be an asset
- Experience: 1+ years of administrative support experience
- Exceptional interpersonal skills
- Ability to use initiative and self-managing skills to work independently with mínimal direction and respond effectively to issues that arise
- Keen focus on providing excellent customer service
- Strong organizational and problem-solving skills
- Ability to effectively collaborate with all levels of the business and develop/sustain cooperative working relationships with internal staff, vendors, and external contacts
- Adapt to different communication styles
- Ability to communicate effectively, both oral and written; ability to exercise confidentiality
- Ability to work effectively across time zones
- Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities.
- Advanced proficiency in spelling, punctuation, and grammar
- Computer Skills: Excellent knowledge of Microsoft Office including Word, Outlook, and Excel
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