Administrative Assistant

About Us

Driven by a passion for detail and a tradition of excellence in design and architecture, Amacon is recognized as one of Canada's most influential real estate development and construction firms. With five decades of development and construction expertise, a precise level of design and craftsmanship is evident in all the homes and commercial developments that Amacon builds.

Position Summary

Amacon is looking for a personable, energetic team player with a strong work ethic and who is proactive to take on the role as our front of house Administrative Assistant. This position can handle any administrative task and demonstrates a strong ability to be organized, discrete and enables efficiency and productivity.

Reception Duties

• Announce guests and couriers to the appropriate party
• Answer the multi-line switchboard in a professional and pleasant manner and direct callers to the appropriate person
• Greet visitors to the organization in a professional and friendly manner
• Receive and screen information, visitors, and phone calls using judgement of sensitivity
• Utilize strong problem resolution skills when dealing with difficult situations
• Responsible for arranging all outgoing couriers as well as receiving incoming couriers and distributing them to the appropriate person in a timely manner
• Reply to general information requests with accuracy
• Set up, clean, and restock the Boardroom(s) prior to and after meetings
• Ensure that the office looks professional, neat & presentable at all times including reception, lobby & hallway
• Arrange adequate coverage of the reception area when away from reception for any reason

Administrative Tasks

• Maintain boardroom calendars, schedule meetings/calls, and prepare materials and related tasks
• Distribute incoming faxes throughout the day to the appropriate recipient via email
• Receive and sort and distribute all incoming mail
• Process outgoing mail on a daily basis and place it into a post box at the end of the day
• Process invoices, expense reports, cheque requisitions, project budgets, and maintain an organized filing system of paper and electronic documents
• Compose and/or prepare communications in a professional manner including emails, letters, presentations, documents, as required
• Archive paper files onto the excel database and move down to storage
• Support and assist with company events and office functions
• Clear out the 'M' Drive of old files that are no longer applicable
• Research and assist with various projects and miscellaneous duties as requested
• Other duties as required

Skills & Qualifications

• Education: University degree or diploma in a relevant field would be an asset
• Experience: 1+ years of administrative support experience
• Exceptional interpersonal skills
• Ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively to issues that arise
• Keen focus on providing excellent customer service
• Strong organizational and problem-solving skills
• Ability to effectively collaborate with all levels of the business and develop/sustain cooperative working relationships with internal staff, vendors, and external contacts
• Adapt to different communication styles
• Ability to communicate effectively, both oral and written; ability to exercise confidentiality
• Ability to work effectively across time zones
• Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities.
• Advanced proficiency in spelling, punctuation, and grammar
• Computer Skills: Excellent knowledge of Microsoft Office including Word, Outlook, and Excel

Additional Information

Amacon is an equal-opportunity employer who offers competitive compensation and benefit programs.

Please apply through via the link provided:

Thank you for your interest; due to the volume of applications, only short-listed applicants will be contacted. No phone calls, please.