Office Administrative Assistant
On behalf of our client in the Consulting Sector, PROCOM is looking for an Office Administrative Assistant.
Office Administrative Assistant – Job Description
Provide administrative support to the Project Manager(s)/Director(s)
As required, schedule project meetings, prepare agendas attend weekly meeting, record attendance, take minutes and action items, update master action item log and distribute minutes;
Plan, organize and setup of meetings and meeting rooms, catering arrangements for meetings when required;
Maintain an out of office record for staff travelling to site, on vacation or out of the office for personal or medical reasons etc;
Coordinate with the PM/APM to get the Ops dashboard printed and distributed to senior management on time each month;
As required, coordinates with Project Manager the preparation and timely completion of weekly and monthly reports to Department Heads and customers.
Provide logistical support to the Project Team(s) (i.e. Project Manager, Project Engineer, Project Planner
Arrange for visitor badges, wireless internet access, and update the visitor's log;
Make travel arrangements (visa arrangements, if required) for staff travelling to the project sites
As required, support expense reports preparation.
As required, raise purchase requisitions (PR), IRFs, PPR and RMAs
Process accounts payable invoices in a timely manner (e.g, catering expenses, visa applications expenses, etc.)
Support the Project Office Data Management activities
As required, monthly sanity check of PMO folders and subfolders.
Maintain an updated correspondence tracking log for incoming and outgoing correspondence;
As required, proof-read and edit documents
As required, prepare and update CDRL/Milestones charts & other graphs and metrics for monthly presentation report (OPS). Keep the CDRL up-to-date at all times
Coordinate and track project deliverables and actions to ensure on-time delivery;
Maintains office e-filing system by ensuring that all office files are kept up to date and in order. As required, photocopies & distributes all documentation and correspondence.
As required, support the shipment of documents and items.
Office Administrative Assistant – Mandatory Skills
2+ years of experience in Project environment
Experience in complex and international projects an asset
Ability to effectively interact with peers, managers, customers and subcontractors;
Advanced computer literacy – MS Office (Excel, Word, Visio, Powerpoint, Access)
English speaking mandatory
Accurate and efficient administration skills and attention to detail
Strong organizational skills and ability to balance multiple priorities
Strong written and verbal communication skills
Post-secondary education or equivalent
Office Administrative Assistant – Nice to Have Skills
Administration diploma an asset
Office Administrative Assistant - Assignment Start Date
ASAP – 12 months to start
Office Administrative Assistant - Assignment Location