Receptionist/Administrative Assistant
About The Position
Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company with over 57 years of success in making sustainable communities a reality across Canada. The company has grown into a multi-disciplinary firm of around 300 professionals delivering innovative and practical design solutions, approval strategies, and project management services. They are dedicated to nurturing employee growth and development, providing a supportive environment with a strong emphasis on mentorship and professional development. The Receptionist/Administrative Assistant supports the efficient and timely day-to-day operations of the office by providing a broad range of administrative and reception services. Working under the supervision of the Business Group Manager or designated supervisor(s), this role performs a variety of administrative and office support activities, including providing reception coverage. Strong software proficiency, internet research capabilities, and excellent communication skills are essential to succeed in this position.
Requirements
- High School Diploma/Post-secondary education in business, computers, or office management.
- 1-3 years’ experience in an office setting.
- Proficient in the use of Microsoft Office 365.
- Highly organized, detail oriented.
- Ability to work well under pressure, plan, prioritize and multi-task.
- Strong analytical abilities.
- Excellent communication skills (oral and written).
Nice To Haves
- Proficiency in Adobe InDesign & Gantt Charts is an asset.
Responsibilities
- Uses computer word processing, spreadsheet, and database software to prepare proposals, reports, memos, and other documents.
- Creates project numbers for Project Managers.
- Follow up & submit Inspection Reports to the City.
- Proposal Coordination – Gathers and utilizes information from different sources. Edits, formats, reviews, and proofreads for accuracy and completeness and liaises with various stakeholders to ensure a timely proposal submission.
- Searches information on the company ERP system.
- Provides ad hoc support when issues come up i.e., coffee machine or printer/photocopier has issues.
- Forwards incoming general e-mails to the appropriate staff member.
- Purchases, receives, and stores the office supplies ensuring basic supplies are always available.
- Codes and files documents according to the established procedures.
- Updates and ensures the accuracy of the organization's database.
- Backs-up electronic files using proper procedures.
- Liaises with administrative staff in other branch offices of the company.
- Provides administrative support to management and other staff.
- Performs month end duties as required (3 Month projections, following up with Project Managers, ensuring all information is up to date).
- All other tasks are required for the smooth and efficient running of the office.
- Answers general phone inquiries in a professional and courteous manner.
- Directs phone inquiries to the appropriate staff members.
- Replies to general information requests with accurate information.
- Greets clients/suppliers/visitors to the organization in a professional and friendly manner.
- Check in-coming mail and coordinate outgoing mail/courier.
- Complete deposit for the day with cheques, EFT’s & taking Visa/MasterCard Payments.
- Be available to cover absences of fellow Administrative Assistants and Receptionists at Surrey Central, Surrey Head office & Vancouver locations.
Benefits
- Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTD
- Education assistance program
- Monthly health & fitness allowance
- Group RRSP program & employer matching
- Flexible working arrangements
- Equal opportunities for career growth and advancement within the organization
- Fun social, team building events and professional development activities
- A Culture that supports learning, collaboration, and work-life balance
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
