Administrative Assistant

7 days ago

Surrey, Canada Aplin Martin Full time

**About Us**
Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 56 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of 300+ talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees’ growth and development, and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.

**The Opportunity**
The Administrative Assistant will ensure the efficient and timely day-to-day operation of the office and provide administrative support to the management and staff. Working under the supervision of the Branch Manager or the designated supervisor(s), the Administrative Assistant will perform a variety of administrative and office support activities. Extensive software skills are required, as well as Internet research abilities and strong communication skills.

**Duties & Responsibilities**
Administrative Assistant performs a wide range of duties including some or all of the following:
**Office Administration**
- Uses computer word processing, spreadsheet, and database software to prepare proposals, reports, memos, and other documents.
- Creates project numbers for Project Managers.
- Follows up & submit Inspection Reports to the City.
- Covers reception lunch break and carries out reception tasks in that time frame. (Helps with deposit for the day, setting up couriers, etc.).
- Proposal Coordination -Gathers and utilizes information from different sources. Edits, formats, reviews, and proofreads for accuracy and completeness and liaises with various stakeholders to ensure a timely proposal submission.
- Searches information on the company ERP system.
- Provides ad hoc support when issues come up i.e., coffee machine or printer/photocopier has issues.
- Purchases, receives, and stores the office supplies ensuring basic supplies are always available.
- Codes and files documents according to the established procedures.
- Updates and ensures the accuracy of the organization's database.
- Backs-up electronic files using proper procedures.
- Liaises with administrative staff in other branch offices of the company.
- Provides administrative support to management and other staff.
- Performs month end duties as required (3 Month projections, following up with Project Managers, ensuring all information is up to date).
- All other tasks required for the smooth and efficient running of the office.

**Reception/Vacation Cover (Head Office)**
- Answers general phone inquiries in a professional and courteous manner.
- Directs phone inquiries to the appropriate staff members.
- Replies to general information requests with accurate information.
- Greets clients/suppliers/visitors to the organization in a professional and friendly manner.
- Check the mail and completes deposit for the day with cheques, EFT’s & taking Visa/MasterCard Payments.
- Be available to cover absences of fellow Administrative Assistants at Surrey Central & Vancouver locations.

**Skills & Qualifications**
- High School Diploma/Post-secondary education in business, computers, or office management.
- 1-3 years’ experience in an office setting.
- Proficient in the use of Microsoft Office 365.
- Proficiency in Adobe InDesign & Gantt Charts is an asset.
- Highly organized, detail oriented.
- Ability to work well under pressure, plan, prioritize and multi-task.
- Strong analytical abilities.
- Excellent communication skills (oral and written).

**Compensation**
The salary range for this position is $48,000 to $68,000 per year, commensurate with experience, skillsets, and qualifications.

**Benefits & Rewards**
- Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTD
- Education assistance program
- Monthly health & fitness allowance
- Group RRSP program & employer matching
- Flexible working arrangements
- Equal opportunities for career growth and advancement within the organization
- Fun social, team building events and professional development activities
- A Culture that supports learning, collaboration, and work-life balance

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