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Administrative Coordinator

1 month ago

Toronto, Ontario, Canada Bantrel Co. Full time
Company Overview:
Bantrel Co. is a leading provider of Engineering, Procurement, and Construction (EPC) services in Canada with a rich history of local community involvement, employee volunteerism, and corporate philanthropy.

Bantrel has delivered end-to-end solutions for complex energy, mining, and infrastructure projects with a focus on safety and quality.

We offer a global reach and local touch through our affiliation with Bechtel Corporation, one of the largest EPC companies in the world, and McCaig Investments, a Canadian-owned private company with ties to the local business community.

Estimated Salary: $50,000 - $60,000 per year, depending on experience and qualifications.

Job Description:
The Receptionist/Administrative Assistant will be the first point of contact for our community, vendors, and office guests, providing support via telephone, email, web interface, and in person.

This role involves managing our main phone lines, responding to internal service requests, coordinating with vendors and landlord maintenance staff, and monitoring the Office Services department mailbox.

The successful candidate will utilize their strong communication skills to support the management team and provide administrative support for our Toronto office.

Duties & Responsibilities:
- Greet guests as the initial point of contact at the front desk
- Answer main phone lines for our group of companies
- Update and manage Toronto Office site on Teams, posting news and updates to the Toronto portal
- Monitor the department service mailbox and ticket system
- Ship and receive assets between offices and field sites
- Manage calendar for the GM Infrastructure & Industrial
- Prepare expense reports for managers and assist the team with expense queries
- Support booking travel and hotel arrangements
- Maintain the vacation and employee birthday calendar
- Prepare presentations, organization charts, RACI diagrams, etc., using Word, Excel, Visio, and PowerPoint
- Assist Office Services team members with general office support tasks
- Participate in Fire Warden and First Aid training, acting as a deputy in both roles
- Support Office Services team members with troubleshooting and service requests for the photographic fleet
- Communicate open items and issues to key stakeholders, including management
- Prepare and issue minutes of meetings
- Book and organize special events, training, and catering for meetings as required
- Maintain Outlook distribution lists and office room bookings
- Ensure training requisitions are filled out properly and initiate them when required
- Update corporate resumes for proposals as required
- Assume additional responsibilities as assigned

Required Skills and Qualifications:
- High school Diploma or equivalent; additional education or certification in office administration is an asset
- 5+ years of experience in similar or comparable reception/administration roles, preferably within a professional services environment such as EPC/EPCM, construction, architectural, or engineering consulting industries
- Knowledge of phone answering systems such as Tendfor is an asset
- Strong proficiency with Microsoft Office Suite (specifically Teams, SharePoint, Word, Excel, PowerPoint)
- Effective verbal and written communication skills and ability to communicate in a tactful and professional manner
- Respectful and service-oriented with demonstrated ability to attend to details; exceptional follow-through as demonstrated through effective customer orientation
- Strong multi-tasking and coordination skills

Benefits:
We offer a competitive compensation package, a great learning environment, interesting and challenging work, and the opportunity for career advancement.

As part of the recruitment process, successful clearance of applicable pre-employment checks is required, which may include Criminal Background/Police Information check, Drug & Alcohol test, Reference checks, and submission of Provincial Driver's Abstract.