Office Administrative Assistant

1 week ago

Winnipeg, Canada Morrison Hershfield Full time

Morrison Hershfield is a multi-disciplinary consulting engineering and management firm located throughout the US and Canada. We are a dynamic, employee-owned, team-oriented firm with a diverse project list that ensures you will be working on exciting, high-profile and challenging projects. For more than 75 years, the people at Morrison Hershfield have been the leading force behind our continuous growth and the expansion of our services.

Here at Morrison Hershfield, we are committed to providing flexible work arrangements, to assist employees in fulfilling their multiple responsibilities at work, at home and in the community. Flexible work arrangements provide additional options for work schedules and locations. As we focus on project delivery, clients and staff, we have several working options available for working at Morrison Hershfield.

The Office Administrative Assistant will attend to some administrative overflow duties and to relieve the Office Manager as required and provide switchboard support to other offices as needed. As a multi-disciplinary office, the position will support the different divisions with various administrative tasks in order to help increase the productivity of the technical and operational staff.

**Responsibilities**:

- File clerk administration duties including but not limited to proposal setups and invoices, file room organization and ensuring filing is kept current
- Provide front desk telephone coverage and walk in support
- Provide front desk/phone coverage relief and coverage during sick times and vacations for other Morrison Hershfield locations
- Train new reception relief hires on all aspects of Reception duties
- Assist the Office Manager with annual events
- Assist with a third-party travel concord
- Update and distribute staff list and floor plan
- Coordinate new hire workstation/equipment setup
- Assist various business units with proposal binding, packaging, and delivery
- Coordinate and maintain office workstations
- Coordinate and arrange scanning of files
- Monitor building maintenance and office cleaning issues and liaise with cleaning companies for regular cleaning (building cleaners, carpet cleaners, carpet rentals, etc.)
- Monitor and maintain office areas including storage rooms, hoteling stations and boardrooms
- Maintenance of Office Safety Cabinet and PPE Inventory
- Monitor boardroom equipment, furniture and supplies as procure, as necessary
- Local IT support for the IT/IS group, and A/V support for the boardrooms
- Provide administrative support to the different business units as needed
- Liaise with the Office Manager for various clerical needs
- Always maintain the highest level of confidentiality in circumstances where required and necessary
- Act as back-up and point of contact for the security company, inquiries and alarm calls (to be on-call/available)

Qualifications:

- Proven experience working as an Office Administrator or Administrative Assistant
- University degree or college diploma preferred
- Excellent customer service and interpersonal skills
- Excellent written and oral communication skills
- Proficient with all aspects of Microsoft Office
- Team player with the ability to work independently with little or no supervision
- Existing security clearance would be an asset
- Ability to take initiative, remain professional and maintain confidentiality

**Job Type**:
Regular

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