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Administrative Support Specialist

2 months ago

Kingston, Ontario, Canada Webber Full time
Job Summary

Webber Infrastructure Management Canada Limited is seeking a highly organized and detail-oriented Administrative Assistant to support the company's administrative and operational functions. This role will play a pivotal part in ensuring the smooth execution of daily activities, requiring a high level of organizational efficiency, document management expertise, and human resources support.

Key Responsibilities:

  • Administrative Support: Provide comprehensive administrative support to the management team, including scheduling meetings, managing calendars, and organizing company events.
  • HR and Payroll Support: Assist in various human resources functions such as processing new hire paperwork, supporting payroll operations, and coordinating benefits enrollment. Facilitate the new employee orientation process and contribute to the development and implementation of HR policies.
  • Document Control and Compliance: Take charge of document management, ensuring all paperwork is accurately filed, easily accessible, and compliant with legal requirements. Assist in preparing and reviewing reports and presentations as required.
  • Procurement and Inventory Management: Oversee the procurement of office supplies and equipment, manage vendor relationships, and maintain accurate inventory records to ensure the office is well-stocked and operational needs are met.
  • Financial Administration: Support financial administration tasks, including invoice processing, expense report management, and reconciliation of accounts payable and receivable.
  • Safety and Maintenance: Contribute to the maintenance of a safe and healthy work environment by participating in safety initiatives and ensuring that office equipment and facilities are maintained to high standards.
  • Client and Staff Relations: Act as a key point of contact for clients and staff, providing exceptional service and support to foster a positive and productive office environment.
  • Operational Support: Play a key role in operational planning and execution, including participation in strategic meetings, supporting project management activities, and ensuring efficient office operations.
  • Responds to urgent inquiries, coordinating timely assistance as needed.
  • Required to be available for as needed for overtime.
  • All other duties as assigned.
Requirements
  • HS Diploma or GED required
  • Demonstrated knowledge of MS Office (Outlook, Word, Excel, and PowerPoint) required.
Work Conditions/Physical Demands
  • Regularly required to sit for extended periods.
  • Occasionally required to stand and walk for brief periods.
  • Frequent use of hands and fingers for handling or feeling, and reaching with hands and arms.
  • Must have good vision for close work, distance viewing, color differentiation, and focusing adjustments.
Work Environment:
  • Primarily an office setting.
  • Typically experiences a moderate noise level.