Office Administrative Assistant

2 weeks ago

Brossard, Canada Black & McDonald Limited Full time

**Office Administrative Assistant**
**Brossard, Quebec**

**BUILD YOUR CAREER AT BLACK & MCDONALD**
- Black & McDonald is an integrated, multi‑trade service provider that safely delivers high quality construction, facilities management, and technical solutions. We are a family-owned and family-run company that employs over 6000 highly skilled and talented professionals across North America. With nearly 100 years of diverse market experience, we are a forward‑thinking organization with a strong track record of delivering operational excellence and customer-focused solutions that stand the test of time. _
- Black & McDonald recognizes the value of diversity and is committed to fostering an inclusive work environment that respects people's dignity, ideas, and beliefs and one that supports a corporate culture that welcomes and encourages equal opportunity for all current and prospective employees, contractors, customers, vendors, and other applicable parties. _
- Black & McDonald offers internal and external training and development programs to its employees at all levels. Black & McDonald encourages and supports its employees towards a stimulating career._

**ABOUT THIS CAREER OPPORTUNITY**
- Reporting directly to the Executive Assistant, _and based out of the Brossard office, the Office Administrative Assistant will perform a variety of administrative duties that are key to the successful operation of the administrative office, and in support of the efficient functioning of Black & McDonald's Quebec Operation. The Office Administrative Assistant greets visitors, answers and transfers phone calls, schedules courier items, and serves as a communication conduit between the public and employees.
- This position will appeal to a person who enjoys working with people in an office environment. This position requires flexibility to complete varying tasks while maintaining a focused customer service orientation, coupled with detail orientation that presents in the form of a high level of accuracy and efficiency. Duties include, but are not limited, to the following:_

**DUTIES and RESPONSIBILITIES**

**General Office Administrative Support**
- Manage general administrative duties and prioritize relevant tasks, including photocopying, binding, compiling binders, data entry, archiving and filing of business documents
- Assist with the preparation of various reports, presentations, and newsletters
- Assist with the coordination of internal meetings and events
- Order stationary, office & print supplies, and equipment; controlling stock for supply room and photocopiers
- Ensure office equipment is maintained and printer service arranged when required
- Maintain employee access cards for building security
- Maintain site boardroom and lunchroom to ensure it is kept tidy and fully stocked of supplies
- Assist with planning and organizing staff events such as the Christmas Reception and Summer BBQ; including database management; creating invitations; verifying information; and maintaining response lists, organizing catering, and venue bookings.
- Schedule courier items in a timely manner and create accurate waybills, distribute incoming mail and address outgoing mail while recognizing and respecting the confidential nature of all documents
- Coordinate Bonding and Insurance requirements for Regional proposals and projects

**Project Administrative Support**
- Assists the Construction Division with administrative various duties such as customer surveys, Request For Proposal submission support, safety manual and organization chart updates

**Stakeholder Management**
- Conduct Customer Surveys for Region
- Answer and transfer calls, while ensuring prompt and courteous customer service

**Human Resource and Safety Administrative Support**
- Support Regional Human Resources with entering new employee information in HR Information System (BambooHR)
- Record safety training information in BambooHR and maintain to ensure records are kept current
- Work closely with Black & McDonald Safety Advisor to keep a monthly safety report, including counting and recording all site inspections, hazard assessments, toolbox and safety meetings, incidents, project safety plans and safety training

**EDUCATION and SKILL REQUIREMENTS**
- Minimum of 2 years of administrative experience in an office setting.
- Post-secondary education in office administration or equivalent experience.
- Exceptional organizational skills
- Ability to take initiative and work independently
- Strong verbal and written communication skills in French & English
- Strong attention to detail in all areas of work
- Excellent time management skills with the ability to multitask and meet changing priorities
- Strong level computer skills including MS Excel, MS Word, PowerPoint, Outlook, Visio and Adobe
- Effective verbal and written communication and the ability to clearly and effectively relate to managers, customers and co-workers

**COMPETANCY REQUIREMENTS**
- Communicate

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