Administrative Specialist

7 months ago

Cambridge, Canada Geosyntec Consultants, Inc. Full time

Overview:
Do you want to build an impactful career to change the world for the better?

Geosyntec has an exciting opportunity for an **Administrative Specialist** to provide office and reception support in our **Cambridge, Ontario** office. The position plays a critical role in providing an excellent professional "first impression" in greeting clients and visitors. Primary responsibilities include answering phones, processing incoming/outgoing mail, inventory/ordering supplies, scheduling appointments and assisting with administrative tasks. This position requires strong attention to detail, passion, and drive to deliver in this fast-paced exciting environment from within our office in Cambridge, Ontario.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

Essential Duties and Responsibilities:

- Assist office staff and Manager with assigned administrative tasks.
- Schedule and organize business and time-sensitive office activities such as travel, client meetings, staff meetings, conferences, and webinars for the department and office.
- Act as liaison with travel and car rental agencies as needed.
- Assist with coordination of employee functions and events.
- Type, format, and layout general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to clients, projects, and professional matters; proofread documents for spelling, grammar and format consistency, making appropriate changes.
- Organize and prioritize information and calls; create logs and databases.
- Word process and assemble proposals and reports to meet project deadlines; coordinate and assist with reproduction needs, and other project related duties.
- Assist in processing timesheets, expense reports, etc. as needed.
- Maintain Branch Library, Library database and Marketing database, as applicable.
- Maintain office supply and office furniture and equipment inventory and maintenance.
- Place service calls for all branch equipment repair and maintenance.
- Set up, manage and inventory the office’s off-site storage, copier repair services.
- Act as point of contact for vendors for office and field supplies; retain copies of agreements with vendors.
- Act as liaison between branch personnel and property management firm for maintenance of office space.
- Receive and respond to requests for assistance from Branch and Corporate Managers and staff and respond accordingly.
- Assist Manager with training new support staff.
- Assist with receptionist duties as needed.
- Assist with local business errands as needed.
- Perform other administrative functions, as required.

Skills, Experience and Qualifications:

- High School diploma or GED and at least 2 years of administrative/office experience to include effective working knowledge and skills with office procedures, terminology, and office equipment and computers in a Windows environment; or equivalent combination of education, experience and training that provides the required knowledge, skills, and abilities to perform the responsibilities of the position. (required)
- Proficient use of Microsoft Suite of programs with accurate typing skills of a minimum of 40 to 50 wpm. (required)
- Must be organized and able to multi-task with a strong attention to detail. (required)
- Availability to work overtime on short notice as required by project demands. (required)
- Valid Canadian driver’s license and a satisfactory driving record for business travel. (required)

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