Office Administrator

Lindsay Construction•Mount Pearl, NL

12d•Onsite

About The Position

Reporting to the Construction Director, Newfoundland, the Office Administrator serves as the office receptionist/front desk representative and provides a warm and professional first impression and presence in the reception area to internal and external stakeholders. The Office Administrator also supports project and office team members with a variety of administrative tasks.

Requirements

Post-secondary education in Administration or a related discipline, or equivalent experience
Experience in an administrative support role
General knowledge of standard office procedures
Strong attention to detail
Ability to respond promptly to changing demands to assist in meeting critical deadlines
Ability to work independently and collaboratively
Proficient in the general use of computers, particularly with Microsoft Word, Excel, and Outlook
Willingness and ability to learn new software applications and remain current with software changes
Ability to work productively on several projects at once while coping with frequent interruptions
Ability to respond to inquiries or complaints from internal and external stakeholders
Strong verbal and written communication skills
Strong organizational skills
Professionalism, maturity, and judgment and maintaining a professional business appearance
Willingness to learn new things
Strong work ethic and self-motivated

Responsibilities

Serve as the face of the organization to greet visitors, answer telephones, and accept/arrange deliveries
Assist with general inquiries; direct visitors to appropriate location (e.g., office, boardroom, and other office areas/rooms); provide coffee, tea, and water as requested
Manage incoming and outgoing telephone calls, including coverage for other offices
Maintain a clean, tidy front reception and coffee area
Book travel and accommodations
Coordinate maintenance of office equipment (e.g., verify printers are stocked with paper and toner, troubleshoot problems, communicate with IT or repair service providers as necessary)
Assist with office IT related support (helping with attachments, connecting remotely, conference call set up, video conference call set up, etc.)
Coordinate incoming and outgoing mail (e.g., sort and distribute incoming mail, prepare packages for courier or mail)
Create and maintain electronic and paper files of reports and job site documents
Prepare and distribute meeting minutes
Create and maintain project files
Assist Contract Administration Coordinators in overflow workload
Prepare and assemble Operation and Maintenance manuals
Maintain incoming and outgoing job site documents and facilitate job related correspondences as required by project teams.
Assist project teams (e.g., collection, reproduction, distribution, control, and filing of job documents)