Administrative Assistant
Calgary, Alberta
Job description
We are looking for a multi-tasker with excellent communication skills and a positive attitude. Candidates should be able to support management by handling office tasks, providing polite and professional assistance and generally being a helpful and optimistic presence in the workplace.
Responsible for confidential and time sensitive material. Familiar with a variety of construction concepts, practices and procedures. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.
Responsibilities:
· Answering office main phone number calls and routing to the appropriate party.
· Receive, sort and distribute physical and electronic mail
· Providing support by booking appointments when required
· Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
· Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies
· Duplicate templates for project tracking sheets and maintain for multiple projects
· Set up and maintaining, insurance, WCB, utility locates and inspections
· Develop project case studies using existing templates
· Upload and create new content for social media
· Assist with bid proposals and overall tracking of estimates
· Assist General Manager and Estimators with miscellaneous administrative duties
· Set up of job files and project file structures as required
· Attend and facilitate projects and estimating meetings
· Liaison with Project management on tender opportunities and bid requirements eg. bid qualification sites
· Welcome and direct visitors and employees/trades at front desk
· Monitor and maintain all office regulatory requirements
· Schedule all administrative courier and shipping requirements
· Monitor and manage office requirements eg. copier, consumables and other services as needed
· Maintain office specific calendars and tracking
· Assist in the maintenance, development, and enhancement of the organizations strategic initiatives
· Understand and Participate in strategic financial decisions related to overall organizational and project performance
· Champion all organizational and project specific safety initiatives and programs
· Other duties as assigned
Requirements:
· At least 3 years of experience in the field or in a related area
· Excellent time management skills and ability to multi-task and prioritize work
· Attention to detail and problem solving skills
· Excellent written and verbal communication skills
· Proficient in MS Office programs
· High school diploma or equivalent; Post-secondary diploma or degree is preferred
· Experience in construction or oil and gas structured business
· Marketing / communication experience
· Job Type: Full-time
· Salary: $40,000.00 per year
Benefits:
· Employee assistance program
· Life insurance
· Medical and dental
Schedule:
· 8 hour shift
· Day shift
· Monday to Friday
Education:
· Secondary School (preferred)
· Experience:
· Administrative experience: 3 years (required)
Ability to Commute:
· Calgary, AB T3S 0B9 (required)
· Work Location: In person
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