Project Administrative Assistant

3 weeks ago

Red Deer, Canada Clark Builders Full time

At Clark Builders, we build Exceptional Experiences Our remarkable team, made up of individuals with unique talents and perspectives, work together each and every day to deliver exceptional, successful projects and experiences for our clients across Western and Northern Canada through innovation and inspiration.

Be the backbone of the Red Deer Regional Hospital project Are you a highly organized and proactive individual who thrives in a dynamic environment? We're seeking a detail-oriented Administrative Assistant to join our project-based team and be the essential support system that keeps our construction site operating at peak efficiency. If you're passionate about providing exceptional support and playing a vital role in the success of a major project, we want to hear from you.

Reporting to: Project Executive(s)

Essential Duties & Key Responsibilities:
- Deliver exceptional customer service and administrative support, ensuring a positive and productive environment for the construction site project team.- Efficiently process mail, manage overnight deliveries, handle photocopying, maintain filing systems, send faxes, update phone lists, process invoices, and order business cards.- Proactively manage the project calendar, meeting schedules, and project contact lists, ensuring seamless communication and organization.- Process expense reports accurately and promptly for the Project Executive(s) and/or Manager.- Set up, process, and administer project-specific tools and materials, including project calendar programs, conference room reservations, and parking/access cards.-
- Create and maintain up-to-date project organizational and seating charts.- Arrange travel reservations, business accommodations, itineraries, and agendas with meticulous attention to detail.- Organize project-related meetings, including agenda preparation, scheduling, and logistics, as well as record, transcribe, and distribute detailed meeting minutes.- Address general office inquiries from staff, clients, customers, and others, and proactively escalate issues as needed.- Embrace and promote company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.- Collaborate with the Project Manager to establish and maintain clear protocols for project site visitors.- Promote a professional and collaborative environment through positive interactions with owners, project team management, Joint Venture Partners, and vendors.- Provide support for ad hoc requests related to onsite technical issues (e.g., Internet access, copier issues) or coordinate with the Information Systems (IS) team as needed.- Conduct project-specific orientation and transitions for new project staff.- Maintain an organized project filing system and coordinate document retrieval schedules.- Order and manage office and kitchen supplies to support project office needs.- Contribute new ideas for enhancing the effectiveness of the Administrative Services (AS) team and share recommendations with the broader family.- Assist with special projects and coordinate engaging events.- Assist with timecard processing.- Assist with document control and safety paperwork.- Perform other activities, duties, and responsibilities as assigned.

Qualifications:
- High School Diploma or GED and a minimum of 1 year of relevant administrative assistant experience in construction or a related industry (required).- College degree and/or relevant administrative skills certification (a plus).- Exceptional attention to detail, accuracy, and organizational skills.- Ability to maintain sensitive and confidential information.- Ability to work effectively with mínimal supervision and as a valuable member of a team.- Approachable, proactive, positive, and professional attitude.- Excellent verbal and written business communication skills.- Ability to conduct thorough research and perform accurate proofreading.- Demonstrate active listening skills and commitment to following through on commitments.- Sound judgment to solve problems, escalate issues, and prioritize responsibilities effectively.- Proficient computer and data entry skills, including expertise in the Microsoft Office suite, collaborative meeting platforms, and general office equipment.

What's in it for you?- Competitive compensation and paid time off including vacation, personal, and sick days- "Summer Fridays" during July and August; all sites and offices closed early; pending operational needs- Performance reviews, annual salary reviews and bonus incentives- Comprehensive health and benefit plan available from the first day of employment provided by Manulife. 100% reimbursement up to $750 per year on the Core Plan, and $1000 per year on the Enhanced Plan, for each paramedical practitioner- Employer RRSP matching up to 4% annually- Flexible Spending Account 100% funded by Clark Builders with an annual allocation amount of $500 which employees can allocate into Health Spending, Lifestyle Spending, or both- Access to Greenshield+ a

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