Administrative Assistant

1 day ago

Richmond, Canada Mid-South Engineering Full time

Responsible For:
Providing administrative assistance as needed to project managers in a manner consistent with company policies and with the corporate long-range goals.

**Job Description**:
The administrative assistant will serve as the overall coordinator for all general office duties for the location. Under the mínimal direction, the administrative assistant will oversee the day-to-day administrative tasks of single or multiple projects from the initial phase and design phase through completion of the project. In addition to performing the duties of an administrative assistant and will be familiar with all company standard policies.
The administrative assistant will be a team player, will maintain a cordial and cooperative attitude in the department and in the company, and perform all other related work, as assigned or as apparent.

Essential Duties and Responsibilities
- Must be a self-starter and able to contribute in team meetings
- Greet clients and vendors as they enter the office.
- Scheduling meeting rooms, vehicles usage, and special events.
- Assist Project Managers (PM) with the preparation of bid packages, spreadsheets, memos, reports, letters, and other documents.
- Main point of contact for office administration needs.
- Issue bid packages to bidders and maintains a status log of all information to and from vendors and clients.
- Confirm/verification of bidder’s list from Engineers, update all bidder information.
- Maintain the Project Drawing list, Request for Information (RFI) Log if applicable to the project.
- Assist with Proposal preparation/formatting/issuing.
- Plot, print, and scan drawings as needed.
- Create transmittals for drawings, bid packages, proposals, and other project documents.
- Tabulate bid comparisons from bidders for Project Managers to review.
- Performs routine duties in support of engineering project execution.
- Performs duties in support of the PM’s schedule and coordination, and other tasks as assigned by PMs.
- Order all supplies for the division.

Minimum Qualification
- 2+ years of related administrative support experience; or
- Specialized courses or certification in Office Administration; or
- Equivalent combination of education, training, and experience.
- Previous experience in an engineering or architectural or general professional services firm is a plus.
- Associates or undergraduate degree in Office or Business Administration is a plus.

Special Requirements
- MS Office skills including Word, Excel, PowerPoint, and Outlook.
- Able to work with minimum supervision and capable of self-checking for completeness and accuracy of work.
- Good organizational and communication skills (both oral and written) with consistent follow-through skills.
- Must be a team player and maintain a cordial and cooperative attitude
- Must be able to work efficiently, handling multiple tasks simultaneously.
- Must be an articulate professional with strong attention to detail.

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