Administrative Assistant

**Position Profile**

Reporting to the office manager, the Administrative Assistant is often the cog that keeps all the other wheels in sync. This is a critical support position demanding strong organizational skills, proficiency in note taking and correspondence, accuracy in record keeping, and a friendly, welcoming and professional manner in all things. The Administrative Assistant will provide administrative support to all departments, particularly in situations where important projects and deadlines require added reinforcement. This role is multi-faceted, encompassing reception duties, office administration, accounting support and project team support. In many instances, the Administrative Assistant is the Company's brand ambassador, often the first face a prospective client will see, or the first voice they will hear. A critical component of new business development is the ability to consistently make great first impressions. In this regard, the Administrative Assistant's welcoming, cooperative and professional demeanor is an essential core competency of this position.

**Primary Responsibilities**
- Answers phones, directs calls and responds appropriately to inquiries, as necessary
- Greets and assists visitors in a welcoming and friendly manner
- Retrieves, opens, enters and distributes in-coming mail, correspondence, letters, faxes, forms, etc.
- Handles outgoing mail including courier pick-ups and deliveries; monitors inbound/outbound shipping and receiving
- Carries out administrative duties including typing, printing, copying, scanning, filing, etc.
- Assists senior management and project teams with administrative duties (Purchase Orders, Change Orders, RFI’s, Meeting Minutes, etc.), and any other duties required.
- Prepares correspondence, reports and project start-up and close-out documents
- Records project invoices in the cost tracking program
- Ensures that the Company's databases of sub-trade, client and consultant lists are accurate, complete and up-to-date; creates/enters new projects and contacts in the database
- Takes accurate internal meeting minutes, drafts final reports and distributes as required
- Ensures that any required presentation handouts and/or equipment is available for meetings
- Ensures that files are properly organized and up-to-date; assists with file archiving (Subtrade invoices, BRICON invoices) Filing system to be maintained by Trade or Client Name, and filed by date.
- Maintains and orders inventory of office supplies, equipment and promotional materials
- Coordinates and maintains training/skills development programs
- Maintains senior management/staff calendars

**Primary Responsibilities (Cont'd)**
- Assists in obtaining yearly accreditations (ContractorCheck, Avetta, Complyworks, SafeContractor)
- Maintains and updates BRICON website (as needed)
- Handles sensitive information in a confidential manner
- Ensures that common areas are welcoming, pleasing to the eye and professional
- Maintains/renews fleet documentation

**Key Deliverables**
- Positive feedback from clients, vendors, visitors and other staff confirms the effectiveness of the individual as a brand ambassador; professional, polite, friendly, helpful and competent
- Accuracy and attention to detail is evident in minute keeping, note taking, report writing, database updates and all other forms of communication and record keeping
- Demonstrates reliable support capabilities by providing timely assistance to all departments, as may be assigned, and producing quality work which meets the required standards for quality, accuracy and completeness

**Essential Competencies**
- Organizing Skills
- Interpersonal Relationships
- Productive Work Habits
- Client Focus

**Additional Core Competencies**
- Ability to Effectively Multi-task
- Proficient in Microsoft Office Package
- Accountability
- Action Oriented
- Communication Skills / Oral and Written
- Ethics and Values
- Functional/Technical Skills
- Integrity and Trust
- Perseverance
- Priority Setting
- Problem Solving
- Time Management

Pay: $40,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Schedule:

- Monday to Friday

Application question(s):

- Have you ever been convicted of a criminal offense under a federal law for which you have not been granted a pardon or record suspension?

**Experience**:

- Administrative: 3 years (preferred)

Licence/Certification:

- Driving Licence (required)

Work Location: In person