Administrative Coordinator

Requisition ID:
176687

Job Level:
Entry Level

Home District/Group:
Western Canada District

Department:
Administration

Market:
Corporate Home Office

Employment Type:
Full Time

Company Overview
Kiewit is one of North America's largest and most respected construction and engineering organizations. With roots dating back to 1884, Kiewit offers construction and engineering services in a variety of markets including transportation; oil, gas and chemical; power; building; water; industrial; and mining. Kiewit had 2023 revenues of $17 billion and employs over 30,000 staff and craft employees across North America.

Clients turn to Kiewit during all stages of design-build projects to lead and manage multi-disciplined design teams to work together to improve schedule, track design progress, control costs and minimize risk. We work with a focus on safe, cost effective, innovate designs, and development of the best possible delivery to meet our clients' goals for the project.

Kiewit's Western Canada District is headquartered in Burnaby, British Columbia.  We primarily perform heavy civil projects specializing in earth moving, transportation, roadways, bridges, water resources, and underground utilities. Some marquee projects we have built in Western Canada include the George Massey Tunnel, Sea to Sky Highway, Port Mann Bridge, most recently and the Trans Mountain Expansion Project.

Position Overview

As an Administrative Coordinator, you will ensure the smooth operation of our office environment, supporting various departments, and contributing to the overall success of our team. You will need to have a strong background supporting administrative functions including onboarding for new staff, travel and logistics coordination, event planning and coordination, and basic accounting skills for expense reports.

Location

This position is based full-time in our Burnaby office.

Responsibilities

• Manage calendars, including coordinating availability for meetings, preventing scheduling conflicts, prioritizing the most sensitive matters, and ensuring that follow up is conducted in a timely manner.
• Coordinate travel, including organizing and managing the logistical details for off-site events and activities for the business. Also assist in planning and organizing events both on and off-site for District staff and external stakeholders.
• Assisting with scheduling conference room bookings, and orgnizing event logistics and details for internal and external meetings and attendees.
• Arranging for dining reservations as well as receiving catering orders for team members' internal and/or external business meetings.
• Coordinating all team socials and local events.
• Being proactive in offering support with presentation set up, virtual meetings, external guest support. Setting up AV requirements for any team meetings and onsite executive presentations.
• Supporting conference and industry event registrations, conference sponsorships and memberships, while coordinating with suppliers, vendors, or subcontractors.
• Assist with expense reporting, timesheet tracking, and other operational logistics.

Qualifications

• Bachelor's degree in Business Administration or related field is preferred.
• 3+ years of executive assistant or administrative experience; construction, engineering, or related industry preferred.
• Demonstrated experience in a large, matrixed organization.
• Exceptional attention to detail, organization, ability to recognize discrepancies, and active listening skills.
• The ability to work independently and demonstrate sound judgment.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Proven ability to handle sensitive and confidential information.
• Reliable transportation.

Other Requirements:

• Regular, reliable attendance
• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies
• Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required

Compensation: $55,000/yr - $65,729/yr+

• Actual compensation is subject to variation due to such factors as education, experience, skillset, and/or location
• We offer our fulltime staff employees a comprehensive benefits package that's among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.
• We believe in equal opportunity in employment practices without discrimination and comply with all laws regarding human rights in the provinces where we operate.