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Office Administrative Assistant

4 months ago

Victoria, Canada Parsons Full time

In a world of possibilities, pursue one with endless opportunities. Imagine Next

When it comes to what you want in your career, if you can imagine it, you can do it at Parsons. Imagine a career working with intelligent, diverse people sharing a common quest. Imagine a workplace where you can be yourself. Where you can thrive. Where you can find your next, right now. We’ve got what you’re looking for.

Ready to put your collaborative and clerical skills to work with the Area Manager and other department heads that change the fabric of our community? Would you enjoy assisting the Victoria area leadership helping to keep the office and projects running on task? Parsons is now hiring a n **Administrative Assistant **for our rapidly expanding team.

Parsons extensive experience combined with your attention to detail and willingness to work hard will propel your career forward. We need our Assistants at this level to coordinate and administer a variety of activities which will enable the incumbent to relieve the manager of most day-to-day details. In this role, you will provide and organize the administrative activities and support. Our Assistants complete a variety of routine and non-routine tasks and projects in accordance with company policies and procedures, or as directed by the immediate supervisor. Whatever your strategy is, it involves organizing your responsibilities into methodical and successful action. If you are a highly motivated team player who also works well independently, Parsons may be a great place for you to work.

RESPONSIBILITIES:

- Serve as a receptionist welcoming guests, staff, vendors, etc., including fielding incoming calls.
- Support office personnel with receiving/sending mail, courier packages and faxes.
- IT liaison for asset inventory, coordination, return shipping of assets.
- Maintain office supply inventory, to include ordering, organization, and stocking.
- Maintain office equipment, including troubleshooting and service requests.
- Maintain inventory of coffee and various kitchen and lunchroom supplies.
- Provide new employee orientation including setting up work spaces and assisting with various inquiries and requests.
- Assist employees and visitors with building access badge requests.
- Submit Monthly Office Inspection Report.
- Report Office Space Management.
- Submit Monthly Occupancy Headcount, which entails a monthly headcount of staff working in the office.
- Support Parsons’ facilities team as primary contact for office maintenance issues, inclusive of liaison with maintenance vendors.
- Liaise with A/P to process vendor invoices.
- Assist Area Manager/Department Managers with meeting preparations, luncheon orders, etc.
- Assist Area Manager/Department Managers with expense reporting.
- May be the primary liaison between two or more offices, ensuring timely and accurate distribution of information and materials.
- Relieves manager of administrative tasks. Understands priorities within the area management team and helps ensure that they are met.
- Maintains document archiving and retrieval systems, prioritizing the flow of project reports/correspondence and ensuring timeliness in the handling, processing, and resolution of requests, requirements, and problems.
- Keeps informed concerning company and unit policies and procedures.
- Serves as focal point for gathering newly published policies or procedures and the dissemination of information.
- Establishes and maintains follow-up files and confidential files for immediate supervisor.
- Keeps manager informed of all pertinent action/pending action.
- Assist with production of reports, presentations, tender/construction documents, inclusive of printing and binding when required.
- Provide review of various documents, including proofreading and formatting.
- Serves as liaison between group to which assigned and others within the same division, as appropriate.
- Provide project controls support by maintaining budget spreadsheets for various project vendors, including document control, filing, organizing, and other duties as required to support your immediate supervisor.
- Office Safety Committee chair/support.
- Periodic update of Office Safety, Health and Environment Plan (OSHEP), Business Continuity Management Plan (BCMP), Office Guide, and Visitor’s Guide.

EDUCATION/EXPERIENCE:

- Office Administration Program certificate (or equivalent)
- 5+ years of experience in an administrative/clerical capacity, preferably for a technical, infrastructure engineering, or construction firm.
- Background in clerical support, managing project documents, writing/editing correspondence, formatting documents and using office equipment, including ordering office supplies.
- Demonstrates proficiency in keyboard skills and the utilization of MS Windows and related word processing, spreadsheet, and presentation software is required.

**Minimum Clearance Required to Start**:
Not Applicable/None

This position is part of our Critic