Project Administrative Assistant

2 weeks ago

Ottawa, Ontario, Canada EBC Inc. Full time $45,000 - $65,000 per year

Job Description
We are seeking a highly organized and professional Project Administrative Assistant to join our team. This position will provide administrative support while also managing reception duties to ensure smooth office operations. The ideal candidate will be an excellent multitasker with a strong attention to detail, knowledge in construction industry, superior communication skills in English and French, and the ability to manage various administrative tasks with efficiency and professionalism.

Receptionist Duties:

  • Greet and welcome visitors, clients, and employees in a friendly and professional manner.
  • Manage visitor security logs and ensure all visitors follow office security protocols.
  • Handle incoming mail and packages, distributing them to the correct personnel.
  • Maintain the front office area, kitchen and boardrooms ensuring it is neat, organized, and welcoming at all times.

Administrative Support:

  • Perform general office administrative duties to assist Project Manager.
  • Assist with scheduling meetings and appointments, coordinating conference room bookings.
  • Prepare and maintain office supplies inventory; order supplies when necessary.
  • Prepare and send correspondence, memos, and reports as required.
  • Support with employee onboarding and documentation as needed.
  • Manage office equipment, ensuring all systems are operational and coordinating maintenance when required.

Additional Duties:

  • Provide support to with project coordination and administrative tasks for Office Manager.
  • Ensure the confidentiality and security of office documents and files.
  • Assist with organizing office events, meetings, and team-building activities.
  • Perform other duties as assigned by the Office Manager or team leads.
  • Scan, file and distribute bill of materials

Requirements

  • College diploma or equivalent; additional certification in office administration is a plus.
  • Minimum 2 yrs experience in similar role.
  • Ability to obtain Secret II security clearance.
  • Proven experience as an office assistant or receptionist, ideally in a similar office setting.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); MS Teams.
  • Excellent verbal and written communication skills.
  • Strong organizational and time-management skills with the ability to prioritize tasks effectively.
  • Professional and friendly demeanor with a commitment to customer service.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Strong attention to detail and problem-solving abilities.
  • Ability to work both independently and as part of a team

Benefits

  • Competitive salary;
  • 4 weeks of annual vacation;
  • Flexible group insurance program upon entry;
  • Group RRSP with employer contribution to a Deferred Profit-Sharing Plan (DPSP);
  • 24-hour access to a virtual doctor (telemedicine);
  • Training and development programs;
  • Employee assistance program;
  • Active social club and health and wellness committee;
  • Diverse, innovative and stimulating environment;
  • A company built on values of respect, integrity and a job well done;
  • Firm recognized as one of Canada's Best Managed Companies.

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