Webber - Administrative Assistant - Infrastructure Management

5 months ago

Kingston, Canada Webber Full time
Position Summary

The Office Administrative Assistant is instrumental in supporting the company's administrative and operational functions, playing a pivotal role in ensuring the smooth execution of daily activities. This role demands a high level of organizational efficiency, document management expertise, and human resources support, closely mirroring the responsibilities of the Office Manager but tailored to the assistant level. The assistant will act as a liaison, facilitating communication between departments, supporting the management team, and ensuring that office operations are conducted in compliance with company policies and legal standards.

**Please note that this position does not start until 2025.**

Primary Duties and Responsibilities
  • Administrative Leadership: Provide comprehensive administrative support to the management team, including but not limited to scheduling meetings, managing calendars, and organizing company events.
  • HR and Payroll Support: Assist in various human resources functions such as processing new hire paperwork, supporting payroll operations, and coordinating benefits enrollment. Facilitate the new employee orientation process and contribute to the development and implementation of HR policies.
  • Document Control and Compliance: Take charge of document management, ensuring all paperwork is accurately filed, easily accessible, and compliant with legal requirements. Assist in preparing and reviewing reports and presentations as required.
  • Procurement and Inventory Management: Oversee the procurement of office supplies and equipment, manage vendor relationships, and maintain accurate inventory records to ensure the office is well-stocked and operational needs are met.
  • Financial Administration: Support financial administration tasks, including invoice processing, expense report management, and reconciliation of accounts payable and receivable.
  • Safety and Maintenance: Contribute to the maintenance of a safe and healthy work environment by participating in safety initiatives and ensuring that office equipment and facilities are maintained to high standards.
  • Client and Staff Relations: Act as a key point of contact for clients and staff, providing exceptional service and support to foster a positive and productive office environment.
  • Operational Support: Play a key role in operational planning and execution, including participation in strategic meetings, supporting project management activities, and ensuring efficient office operations.
  • Responds to urgent inquiries, coordinating timely assistance as needed.
  • Required to be available for as needed for overtime.
  • All other duties as assigned.
Knowledge, Skills & Abilities
  • Advanced proficiency in Microsoft Office applications and a strong ability to adapt to new software and technology.
  • Exceptional organizational, time management, and prioritization skills, with a proven ability to manage multiple tasks simultaneously.
  • Strong interpersonal and communication skills, capable of effectively interacting with individuals at all organizational levels.
  • A high degree of professionalism and the ability to handle confidential information with the utmost discretion.
  • Demonstrated problem-solving skills and the ability to work independently as well as part of a team.
  • A strong understanding of business operations, human resources management, and financial processes.
Education and Experience
  • HS Diploma or GED required
  • Demonstrated knowledge of MS Office (Outlook, Word, Excel, and PowerPoint) required.
Work Conditions/Physical Demands
  • Regularly required to sit for extended periods.
  • Occasionally required to stand and walk for brief periods.
  • Frequent use of hands and fingers for handling or feeling, and reaching with hands and arms.
  • Must have good vision for close work, distance viewing, color differentiation, and focusing adjustments.
Work Environment:
  • Primarily an office setting.
  • Typically experiences a moderate noise level.

The Statements herein are intended to describe the general nature and levels of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.


Webber Infrastructure Management Canada Limited, a Webber Group Company, is an equal opportunity employer committed to diversity and inclusion and we encourage applications from all qualified candidates, including those with disabilities. We will accommodate applicants' needs, upon request, throughout all stages of the recruitment process. Please inform us of the accommodation(s) that you may require. Information received relating to accommodation will be addressed confidentially



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