Administrative Assistant

Rimkus•Ottawa, ON

23d•CA$43,000 - CA$68,000•Hybrid

About The Position

The Administrative Assistant, Built Environment Solutions is responsible for supporting their assigned business group by performing clerical and administrative duties for office personnel, including assisting with special projects as requested. They work under general supervision in the execution of assigned tasks.

Requirements

Associate degree or higher desired.
3+ years’ experience in an administrative capacity.
Must be bilingual in French and English
Must possess ability to understand corporate operations and procedures.
Must be able to interact and communicate with individuals at all levels of the organization.
Must possess excellent business writing, editing, and proofreading skills, as work requires continual attention to detail, establishing priorities, and meeting deadlines.
Must have working knowledge of a variety of computer applications including MSWord, Outlook, Excel, PowerPoint, and Teams, as well as other technical software and database programs, such as SharePoint.
Must have ability to analyze and understand information and ideas presented in writing or communicated verbally.
Must be able to respond in writing or verbally to matter-specific and general inquiries from management, peers, clients, and external vendors.
Must have strong interpersonal skills.
Must have the ability to handle confidential information.

Responsibilities

Receives incoming assignments and inputs into company system with accuracy and efficiency.
Works within company system to ensure timely opening of new matters by tracking statuses and communicating with the Conflict Check team, proposal writers, and consultants when needed.
Demonstrates professionalism in all client communications (via phone, email, or in-person).
Maintains matter-related and general office files per company directives.
May require efficient processing of proformas by coordinating with consultants in order to meet monthly deadlines and client expectations.
May be responsible for ensuring the accuracy of client invoices and the prompt sending of invoices/potential supporting documentation to clients.
May oversee matter-related item storage.
Answers phones and routes calls/messages in accordance with company procedures if required.
Supports the business needs of the District Manager/Practice Leaders/other local management.
Performs administrative duties for regional team as needed.
Provides backup support to other administrative staff to accommodate PTO requests/overflow work.
Responsible for proofreading, quality control, and distribution of outgoing work documents as needed.
Coordinates the purchasing of office supplies, equipment, etc.
Adheres to directives as outlined in the Built Environment Solutions Administrative Systems and Procedures Manual.
Offers assistance to internal clients in the form of troubleshooting issues as requested.
Attends and participates in monthly administrative conference calls.
Performs other duties as assigned.