Administrative Assistant

2 weeks ago

Surrey, Canada Allteck Limited Partnership Full time

Allteck Limited Partnership is an electrical utility contracting company, with decades of engineering, construction and project management experience in Utility, Oil and Gas, Forestry, and Transportation sectors. We have regional offices spanning Western Canada with a workforce of 350 professionals and tradespeople strong. Allteck is leader in its field, since 1982 our continuously expanding company has provided highly specialized, innovative services, which consistently increase in demand. Corporate stability, equal opportunity, excellent salaries and benefits in a culture that embraces growth through training and education, are just a few things that make working at Allteck so great.

We offer benefits from day one, 3 weeks paid vacation, a health and wellness initiative and much more

We rank amongst the Best Small And Medium Employers In Canada because we carefully select our team, we take care of each other and the communities we serve.

As a subsidiary of Quanta Services, a group of companies known as the leader in integrated infrastructure solutions, we are part of a global network working throughout North America, Latin America and Australia.

Allteck is seeking an **Administrative Assistant** to join our team in **Surrey**

**Role**:
The Administrative Assistant, reporting to the Executive Assistant, will be the first point of contact for visitors and callers to our Corporate Head Office. This role will perform a variety of duties in support of company administration such as operating the switchboard, processing mail, and monitoring reception. This role will also be responsible for a wide variety of administrative duties in support of the Executive Assistant, Executive Management Team (EMT) and other senior management.

**Responsibilities**:

- Perform all duties required while fostering a positive team environment that is focused on exceptional service for both internal and external clients
- Present a positive and professional image of the organization to all visitors, suppliers, telephone inquiries, and other interactions
- Manage switchboard by screening incoming calls and forwarding to the appropriate departments, or taking messages when required
- Help maintain workplace security by issuing, checking, and collecting badges, maintaining visitor logs and directing clients as needed
- Refer all inquiries to the appropriate individuals, divisions, or departments across the organization
- Administer and manage inbound/outbound mail and couriers including opening and distribution
- Work with our IT department to maintain all office equipment such as copiers, printers, and postage machines
- Ensure reception, meeting rooms, coffee stations and kitchen areas are maintained and kept in tidy and presentable manner and have all necessary supplies
- Maintain the stationery supply room by keeping supplies stocked at the proper levels and the room neat and tidy
- Complete Visas, personal expenses, receipts, and other coding as required
- Retrieve and maintain documents from electronic and hard copy filing system
- Provide direct administrative support to the Executive Assistant and the Executive Management Team (EMT)
- Assist with travel arrangements, and reservations for senior management and executive management team
- Assist with the coordination of meetings, seminars, workshops, special projects, and staff events
- Prepare draft reports, background documentation, and research; in Word and Excel, as well as prepare presentations using PowerPoint, Adobe
- Maintain confidential records when compiling information from a variety of sources
- Perform other related duties as assigned

**Education, Training and Experience**:

- Grade twelve education and two to four years of recent related experience, or an equivalent combination of education, training, and experience
- Administrative post-secondary training or Administrative Professional Certificate is considered an asset
- Experience working with executive and senior management is considered an asset
- Marketing experience an asset

**Skills and Abilities**:

- Excellent written and verbal communication skills with all levels of the organization
- Superior telephone manners and customer service skills
- High standards of ethics and confidentiality to handle sensitive information
- Ability to contribute positively to the team as well as the entire organization
- Willingness to jump in to help other departments when needed
- Knowledgeable and proficient use of computers (PC) and computer software programs (Microsoft Suite, including Word, Excel & Teams)
- Ability to work independently and in cooperation with others
- Ability to operate office related equipment
- Strong time management and organizational skills
- Strong attention to detail
- Ability to work in a high paced environment
- A forward thinker with strong problem-solving skills and the ability to think outside the box
- Ability to adapt to an ever-changing environment
- Ability to be flexible in te

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