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Administrative Assistant

2 months ago

Vancouver, Canada Amacon Full time

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.