Office Administrator

The Project Assistant/Office Administrator is a multifaceted role that contributes to the efficient day-to-day operations of RDH by carrying out general office duties, providing support to staff, liaising with corporate teams, managing the proposal process, and assisting with specialized projects. Providing frontline response to staff requests and queries to ensure that staff have adequate support to work efficiently is a major component of the role. This role is ideal for a person who enjoys challenges and variety and is always ready to “roll up their sleeves”.

We are looking for someone who is approachable and detail oriented with an ability to prioritize and self-direct a daily workload including juggling simultaneous priorities while maintaining the ability to consistently meet deadlines and complete projects.

**KEY RESPONSIBILITIES**:
**Proposal Support & Project Coordination**:

- Assist in the management, production, administration, coordination, and development of proposal materials in both print and electronic formats serving as quality control for the proposal cycle. Primary functions:

- Understand the project requirements from reading RFP documents
- Establish project priorities, assign written components as needed
- Create first proposal draft including an understanding of the project background
- Gather proposal support material for project manager review
- Monitor addenda and adapt priorities as necessary
- Proof, package and send finished document to clients ensuring RFP requirements have been met
- Assist with daily project needs as assigned by the Project Managers and technical staff
- Develop and maintain systems to organize proposal material and support efficiency of proposal development
- Search for new proposal opportunities as appropriate for the Ontario teams

**General Office Support / Administration**:

- Ensure the office environment is safe, clean, and running properly including reception, meeting rooms and kitchens (includes but not limited to cleaning fridges, microwaves, coffee machines etc)
- Greet guests and notify staff of their arrival
- Handle and document incoming and outgoing deliveries, mail distribution, and supply deliveries
- Purchasing - maintain office supply inventory levels and place orders as required. (includes everything from stationery, to kitchen supplies, to milk/creamer and beer)
- Ensure office facilities are properly maintained administratively and that all facility related components are managed properly from ceiling to floor
- Liaison for building services and management, as well as understanding lease requirements
- Manage and track office contracts, proactively address problems, terminate or renew agreements and source new suppliers if needed
- Order and assist with field equipment items, as necessary
- Manage and monitor office equipment and arrange repairs
- Establish, update, and maintain system for record keeping, inventories of physical storage
- Assist with meeting setups and clean ups when necessary in coordination with appropriate project assistants

**Human Resources and Health & Safety Support**:

- Organize and assist with onboarding and offboarding process per internal protocols
- Administer cell phone and transit programs
- Liaise with IT for technical needs, equipment, and software.
- Review employee expense reports; ensure that the receipts are attached, totals are correct, project numbers are complete and accurate
- Coordinate Health and Safety training and documentation
- Attend and document Ontario Health and Safety Committee meetings, coordinate action items as required

**Event Coordination**:

- Coordinate, implement, and promote periodic client events, as directed by Regional Manager or designate
- Collaborate with social committee to plan and organize regional office social events (summer BBQs, Beer Fridays and charitable fundraisers etc.)

**QUALIFICATIONS**:

- 3-5 years of previous experience in a similar operations or office administration role
- Proven experience in developing and maintaining administrative processes that reduce redundancy, improve accuracy and efficiency, and achieve organizational objectives.
- Experience preparing responses to RFP/RFIs
- Excellent demonstrated experience with Microsoft Suite
- Strong written and verbal communication skills in the English language are required

**SKILLS AND COMPETENCIES**:

- Goal oriented self-starter who can work independently and reliably with mínimal supervision and has an appetite for continuous learning; comfortable working under pressure in a fast-paced environment
- A friendly, approachable, “can-do” attitude and client focused approach that will enable you to deal with challenging situations with integrity, empathy and sincerity
- Collaborative and demonstrates initiative, strong interpersonal skills and the ability to learn quickly
- Resourceful, flexible and comfortable working in a dynamic environment with evolving responsibilities and processes
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