Position Summary
The Administrative Assistant provides administrative and operational support across the organization while serving as initial point of contact for visitors, employees, clients, subcontractors, and other external contacts.
Based at the reception area, the Administrative Assistant is responsible for maintaining a professional and welcoming front office, coordinating day-to-day office administration, and providing support for Human Resources, Safety, Accounting and Payroll leads, as well as Operational teams. The position also assists with employee onboarding and orientation, social media and website administration, document management, and general data entry, including administrative data-entry support for accounts receivable, payroll, and subcontractor billing processes.
This role is well suited to someone interested in learning and developing across all aspects of office administration. The position provides exposure to HR, Safety, payroll and accounting support, billing, communications, and general business operations, with opportunities to take on additional responsibilities and grow with the company over time.
Key Responsibilities
Reception & Front Office Administration
- Serve as the first point of contact for visitors, clients, employees, subcontractors, vendors, and other guests.
- Greet and assist visitors in a professional and welcoming manner.
- Answer, screen, and direct incoming telephone calls and general inquiries.
- Monitor general company email accounts and direct inquiries to the appropriate person or department.
- Receive, sort, distribute, and prepare incoming and outgoing mail and courier deliveries.
- Maintain the reception and common office areas in a professional, organized, and presentable condition.
- Coordinate meeting rooms and assist with meeting preparation as required.
- Provide general administrative support to management and other departments.
Office Administration & Coordination
- Conduct day-to-day administrative activities within the office.
- Maintain office supply inventory and order supplies as required.
- Coordinate office equipment, printers, phones, and other administrative resources.
- Liaise with vendors and service providers regarding office supplies, equipment, maintenance, and related services.
- Assist with document preparation, scanning, filing, copying, and records management.
- Prepare correspondence, forms, spreadsheets, reports, and other documents as required.
Social Media & Website Administration
- Assist with maintaining the company's social media accounts and online presence.
- Prepare and post approved company updates, recruitment advertisements, project information, employee highlights, and other content.
- Monitor company social media accounts and direct inquiries to the appropriate person.
- Maintain and update website content, including company information, employment opportunities, news, and other approved materials.
- Ensure online information remains current, professional, and consistent with company branding.
- Assist with photographs, basic graphics, and other content for company communications as required.
General Administrative Support
- Provide administrative support for company projects and operational activities as required.
- Assist with scheduling, meeting coordination, document preparation, and follow-up activities.
Additional Administrative Support Responsibilities
· As needed, provide administrative support to designated leads in the following areas:
- Assist with the preparation of new employee onboarding packages and orientation materials.
- Assist with scheduling and coordinating new employee orientation, safety orientation, required training, and other onboarding activities.
- Provide new employees with information regarding administrative processes, company resources, and required documentation.
- Assist with entering and maintaining employee and training information in applicable company systems.
- Assist HR/Safety with general administrative tasks, document preparation, data entry, filing, and employee communications.
- Provide administrative and data-entry support to Accounting and Payroll.
- Enter information into company accounting, payroll, timekeeping, and billing systems based on approved source documentation.
- Assist with timesheet and payroll-related data entry.
- Assist with the preparation and entry of customer invoices using information provided by Operations or Accounting.
- Scan, upload, file, and maintain supporting accounting and billing documentation.
- Provide other clerical and administrative support to Accounting and Payroll as required.
- Provide data-entry and administrative support for subcontractor billing processes.
- Receive, organize, and enter subcontractor invoices and supporting documentation.
- Assist with matching invoices to time records, work tickets, purchase orders, or other supporting documentation as applicable.
- Follow up with internal personnel or subcontractors regarding missing documentation as directed.
- Enter subcontractor billing information into applicable company systems.
- Scan, upload, organize, and maintain subcontractor billing records and supporting documentation.
- Support Accounting and Operations with other subcontractor administrative requirements as needed.
Qualifications
- Strong computer skills, including Microsoft Office applications such as Outlook, Word, and Excel.
- Strong written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and respond effectively to changing demands.
- Ability and willingness to learn new systems, processes, and areas of administration.
- Ability to work independently while supporting multiple departments and team members.
- Demonstrated professionalism, discretion, and ability to maintain confidentiality.
- Strong interpersonal and customer-service skills.
- Reliability and accountability
- Interest in professional growth and development
- Previous experience in an administrative assistant, office administrator, receptionist, or similar role is an asset.
- Previous experience with data entry, payroll support, accounting administration, invoicing, or billing is considered an asset.
Pay: $20.00-$22.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
Work Location: In person
