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Administrative Assistant

4 months ago

Kitchener, Canada MTE Consultants Inc. Full time

MTE Consultants Inc. has provided consulting services to communities throughout Ontario since 1985. For over 30 years, we have maintained a commitment to quality and lasting relations. Our strength is in the people we work with and the solutions we design. With 5 different offices across Ontario, our team is comprised of driven professionals at various stages of their careers - and we’re all in this together. Every day, we’re working together and collaborating on projects that are both challenging and impactful. Join a team that creates connections, drives your career and supports the community in more ways than one.

**Summary**:
The **Administrative Assistant - Floater** is responsible for providing administrative support to all staff members and providing coverage for administrative positions within the organization. Duties include but are not limited to: formatting, proofreading, printing and copying of documents, covering reception, meeting minutes, preparing various types of correspondence including proposals, tenders and letters as required.

The Administrative Assistant - Floater reports to the Manager, Administrative Services and works closely with all members of the Administrative team as well as with staff across the company on a regular basis. This position also involves regular communication with external contacts such as clients and visitors while performing reception duties.

**Responsibilities**:
Provide daily assistance to all Administrative (AA) staff. Coverage of AA staff absences in all Regional offices as required. Responsibilities include:

- Kitchen and coffee duties
- Production and compilation of reports, tenders, proposals and drawings as required
- Format, proofread, print, copy and compile various reports, drawings, proposals, letters and other correspondence and documents
- Ensure all documentation is accurate, meets specifications and project requirements and MTE standards
- Conduct inventory checks and purchase of general office supplies
- Coordinate logistics for meetings
- Prepare and distribute weekly scheduling reports
- Document and drawing scanning and filing
- Other related duties as assigned

Provide coverage for Client Relations Representative (Reception) on a daily basis. Responsibilities include:

- Answering all telephone inquiries, determine the appropriate internal contact and route calls accordingly
- Greet all visitors, sign-in and notify internal contact of visitors according to MTE procedures
- Process and sort incoming mail for internal or interoffice delivery and complete mail runs as required; prepare and process outgoing mail
- Coordinate and process couriers and shipments
- Assist with meeting logistics such as booking boardrooms and ordering food
- Other related duties as assigned

**Qualifications**:

- Post-Secondary Diploma in Administrative Program or related field
- Minimum 2-3 years of work experience
- Working knowledge of MSOffice including Word, Excel and Outlook
- Familiarity with general office equipment
- Strong customer service orientation
- Ability to multi-task and meet deadlines
- Strong written and verbal communication and comprehension skills
- G class driver’s licence and personal vehicle

**MTE Consultants Inc. offers a comprehensive benefit package including the following**:

- Competitive Wages
- Shared Ownership in Our Employee Owned Company
- Group RRSP Matching program
- Technical Development and Career Opportunities
- Social and Supportive Culture; and much more
- We thank all applicants; however, only those selected for an interview will be contacted. No Agencies, please._
- MTE Consultants will accommodate the needs of qualified applicants under AODA legislation in all parts of the hiring process. Should accommodation be required, please notify our Human Resources department._

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Stock options
- Vision care

Schedule:

- 8 hour shift

Ability to commute/relocate:

- KITCHENER, ON: reliably commute or plan to relocate before starting work (preferred)

**Experience**:

- Administrative experience: 2 years (preferred)

Work Location: One location