Administrative Assistant

3 weeks ago

Kingston, Canada E.S. Fox Limited Full time

**ABOUT US**:
Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical, casinos, hotels, hospitals, schools, and themed entertainment.

The company is headquartered in Niagara Falls, Ontario, and maintains full-service regional offices in Hamilton, Toronto, Port Robinson, Oshawa, Tiverton, Kingston, Sarnia, and Thunder Bay.

With a strong commitment to health, safety, and the protection of the environment, E.S. Fox Limited has earned a reputation as a people-first, environmentally conscious, socially responsible constructor.

The **Kingston office **is looking for a professional, detail-oriented, organized and hardworking professional **Administrative Assistant** to join our team.

**WHAT WE OFFER**:
A rewarding career opportunity working within the thriving construction industry. We provide comprehensive benefits, including:

- An attractive health and dental benefits package including an Employee Assistance Program
- Group RSP
- Competitive compensation
- Support of professional growth

**SUMMARY OF ROLE**
Responsible for initiating and coordinating the clerical, secretarial and administrative functions of the office and applicable project sites.

**KEY RESPONSIBILITIES AND/OR SERVICES PROVIDED**
- Performs a variety of clerical and administrative duties using a variety of different systems or procedures
- Performs typing/keyboarding and transactional duties, as required
- Performs reception duties, as required
- Tabulates and posts data in record books and spreadsheets
- Operates office equipment and machinery such as computer, fax and photocopy equipment
- Opens and routes incoming and outgoing mail
- Arranges for outgoing mail distribution and various couriers
- Arranges, organizes and participates in, conferences and meetings, as directed
- Maintains various filing systems and directories
- Assists with the administration of security clearances
- Manages FIT training administration
- Assists with the administration of job closeouts
- Sorts and directs incoming faxes
- Performs such other and reasonable duties, backup or responsibilities as may be required to effectively support the office
- Other administrative duties, as required
- Ensures responsibilities and accountabilities are carried out in a safe manner in accordance with E.S. Fox Limited safety policy/procedures, ISO 18001 standards and OHSA requirements
- Ensures that environmental aspects within his/her sphere of responsibility are adhered to pursuant to ISO 14001 requirements.

**PERFORMANCE CRITERIA**
- Ensures all weekly, monthly, quarterly and annual reports, duties and responsibilities are completed in accordance with expected timelines
- Performs duties with a high degree of accuracy, responsiveness and thoroughness
- Responds well to changes, new challenges and ideas
- Excellent time management skills
- Detail-oriented
- Establishes priorities appropriately, demonstrating an understanding of the urgency of tasks and the impact of tasks on the office
- Performs well in a fast-paced environment
- Quality work
- Team player
- Problem solver

**PERSON SPECIFICATIONS**

**_ Knowledge and Education Requirements_**
- Experience in same or similar roles
- College Diploma from Secretarial or Administrative Discipline
- Strong working ability in MS Word, Excel, Power Point and Outlook

**_ Specific Experience or Skills_**
- 5 years clerical experience, three (3) of which include organization, coordination, and performance of duties at a responsible level and/or
- Previous administrative experience in a construction environment dealing with multiple trades is considered an asset

**_ Personal Attributes_**
- Punctual
- Exercises a high level of discretion and the ability maintain strict confidentiality
- Professional, reliable and well-organized
- Learns quickly
- Exercises good judgement
- Exceptional interpersonal skills
- Results-oriented
- Personable and professional
- Strong oral and written communication skills
- Self-starter
- Works well independently
- Adapts well to change

E.S. Fox Limited is an equal opportunity employer committed to providing an inclusive workplace. We will accommodate applicants with disabilities throughout the recruitment and selection process. Please advise Human Resources to ensure your accessibility needs are accommodated throughout this process.

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