Administrative Assistant

2 weeks ago

Langley, Canada Xentric Engineering Ltd. Full time

**Description**:
We have an administration assistant position available in our Langley location who is self-motivated and enthusiastic with a positive attitude, an eye for detail, and strong organizational and communication skills. The Admin Assistant will have a vital role in working with the senior level management and directors to develop and establish the administrative policies and procedures corporate wide, in addition to performing the typical administrative duties and more complex functions necessary to support the company and contribute to its success. If you have a sense of humour and an entrepreneurial mindset you will be a great fit for the company.

This role will start out as a remote/work-from-home position, changing to an in-office position once the Langley branch office is established in approximately 6 months. Reliable commute or plan to relocate to Langley once established will be required.

The job position will include, but not be limited to, the following:

- Work with senior management and directors to develop and establish administrative policies and procedures
- Perform a variety of administrative projects ranging from small and straightforward to large and complex
- Support corporate financial accounting with spreadsheets, accounts payable and accounts receivable, and timesheets. Experience in accounting, QuickBooks and Excel is essential.
- Correlate the weekly timesheets, provide for management's review and sign-off.
- Prepare invoices for payment/submission to customers, and obtain approval per company guidelines
- Complete expense reports including monthly Credit Card reconciliations, prepare invoices for payment, and complete other finance tasks.
- Prepare reports, background documentation, and research - using intermediate to advanced skills in Word, Excel and PowerPoint.
- Resolve administrative issues and inquiries as they develop.
- Receive incoming mail; review, evaluate, and advise staff of priority items.
- Present a positive and professional image when dealing with all visitors and suppliers.
- Administrative support for engineering teams and projects (data entry, scanning, setting up projects, minute and note taking, drafting & issuing correspondences).
- Organizing, scanning, filing, and archiving project files and records.
- Drafting sensitive and confidential correspondence.
- Assisting with job descriptions, offers of employment, onboarding of new employees
- Booking and arranging both in-office and off-site meeting rooms and/or catering at staff events and lunch & learns
- Updating company website and social media content based on discussions with and directions from management.
- Support and administrate company safety plan/programs, including ISNetworld and WorkSafeBC and WCB-Alberta reporting
- Work as a part of the Administrative Team.
- Administrative Assistant certificate or diploma from a recognized institution and/or 2 years’ of related experience as an administrative assistant
- Strong knowledge of general office procedures, including meeting and travel arrangements, preparing reports, and ordering office supplies
- excellent written and oral language and communication skills;
- a self-starter with initiative and good problem-solving skills;
- knowledgeable and proficient with QuickBooks Online, Microsoft Office (Word, Excel, Outlook) and Microsoft Projects;
- ability to organize and prioritize work
- capable of working in a fast-paced and ever-changing environment
- being a forward thinker, able to think outside the box
- take the initiative to suggest improvements for processes
- communicate effectively, both verbally and in writing
- ability to work independently and as member of a team, while maintaining a positive work attitude
- flexibility to adjust hours of work, when required to meet deadlines
- maintain a high level of confidentiality
- be a collaborative and positive influence when dealing with customers and staff
- attention to detail

This position is part time, with the number of working hours each week flexible, with the average work week 10 to 20 hours.

Xentric offers a competitive benefits and compensation package, with a goal for long term employment and career development.

**Requirements**:
**About us**:
Xentric is a young and vibrant employee-owned company, managed by senior engineers with over 70 years combined experience in the engineering design and consulting industry. Our mission is to provide outstanding engineering services with second-to-none quality and customer support. We aim to exceed customer’s expectations with our professional approach and to ensure a successful project by anticipating our client’s needs. Our work reflects our commitment to professional integrity and long-term client relationships.

Our main office is located in Canmore, Alberta, however, we have engineers working remotely in Calgary, Alberta and BC’s Lower Mainland. We will be opening a Langley branch office sometime in the next six months.

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