Administrative Assistant

About BESTECH
BESTECH is an innovative multi-disciplinary engineering services firm with over 25 years of proven success across many engineering disciplines.

Operating at over 100 employees strong, we know that our value comes from our incredible team.

We pride ourselves on being a Partner of Choice, not just to our clients but to our community and our employees.

This means ensuring not only that we are a company that clients want to work with but that we are a company our team would continue to choose to work for.

As part of this promise, we are committed to prioritizing employees, maintaining open communications, and consistently improving and growing.

Whether you are entering the workforce and looking to learn from the best or moving towards the next phase of your career and eager to help usher in the newest generation of subject matter experts, BESTECH is the place for you.

Your Role as an Administrative Assistant

Reporting to the HR Manager, the Administrative Assistant is responsible for ensuring efficient office operations and delivering exceptional customer service while supporting multiple business functions. This role serves as the first point of contact for clients, vendors, and guests, and managing visitor access. Key duties include handling calls, mail, and deliveries; coordinating travel arrangements, meetings, and training; and managing office inventory and appearance. The position provides support in human resources by reconciling time-off balances, assisting with recruitment, and maintaining HR systems. This position also provides support in accounting through processing purchase requisitions and purchase orders, visa support, accounts payable support and maintaining electronic filing system. Additionally, the Administrative Assistant contributes to internal communications by preparing company updates, coordinating events, and supporting social media efforts in collaboration with marketing partners. This multifaceted role requires strong organizational, communication, and problem-solving skills to ensure a professional and welcoming environment while supporting BESTECH's operational and strategic objectives.

Your Key Accountabilities

• Office Administration

• Represent BESTECH's interest in all dealings with clients, vendors, sub-contractors, and guests.

• Support office security by following safety procedures and controlling visitor access by maintaining visitor logs.
• Greet all guests utilizing exemplary customer service skills; coordinate with internal contact, accompany to appropriate location, offer refreshments.
• Handle, screen and redirect incoming phone calls and voicemails appropriately.
• Scan incoming mail into the electronic filing system and notify team members as required, distribute deliveries, prepare and schedule out-going mail and any shipping requirements
• Travel arrangements and accompanying purchase orders/payments/forms as required.
• Schedule site specific training and prepare accompanying purchase orders, payment, and associated forms as required.
• Schedule meetings and training, manage shared meetings and rooms calendars, and assist with copying, scanning, and printing.
• Ordering and inventory-keeping for office, kitchen, cleaning, PPE, equipment and supplies.
• Purchasing for meals, events, and internal programs as requested.
• Support tickets as assigned, as well as handling website inquiries.
• Office management including office, kitchen, and boardroom appearance to ensure a professional and clean environment, coordinating facilities tickets, housekeeping, and organization efforts.
• Coordinating with vendors for service issues including printer maintenance, office repairs, cleaning services
• Occasional work-related pickups and drop-offs.

• Participate in quality activities and continuous improvement initiatives.

• Human Resources Support

• Conduct reconciliations of vacation, wellness, and time off balances.

• Support recruitment as required by screening candidates and scheduling interviews.
• Support HRIS management as required.

• Other Human Resources support tasks as required.

• Accounting Support

• Review and process purchase requisitions and purchase orders.

• Visa processing support

• Accounts payable support

• Maintain electronic filing system

• Other accounting support tasks as required.

• Communications Support

• Coordinate and communicate company event registrations.

• Prepare and share company-wide updates.

• Prepare and share monthly Good News Report.

• Provide support for company-wide events, as required.

• Provide support to social committee.

• Support social media content management.

• Other communication support tasks as required.

Qualifications

• Diploma in business, communications, accounting, or working towards.
• Minimum of 2 years of administrative support experience.
• Proficient with Microsoft Office Suites (Word, Excel, Outlook).
• Experience with BambooHR and Dynamics AX is considered a strong asset.
• Strong interpersonal, written, and oral communication skills.
• Strong organizational and time management skills, with the ability to manage multiple conflicting priorities.
• Strong professionalism and discretion when handling sensitive or confidential information
• Strong customer service skills for assisting employees, vendors, and visitors.
• Ability to work independently and prioritize tasks effectively.
• Ability to work collaboratively in a team-oriented corporate environment.
• A valid driver's license and access to a reliable vehicle are required.

Working Conditions

• This position is performed in a traditional office setting.
• Ability to lift or move packages, files or supplies (up to 30 lbs), as required.
• Must be legally eligible to work in Canada.