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About Us
Driven by a passion for detail and a tradition of excellence in design and architecture, Amacon is recognized as one of Canada’s most influential real estate development and construction firms. With five decades of development and construction expertise, a precise level of design and craftsmanship is evident in all the homes and commercial developments that Amacon builds.
Position Summary
Amacon is looking for a personable, energetic team player with a strong work ethic and who is proactive to take on the role as our front of house Administrative Assistant. This position can handle any administrative task and demonstrates a strong ability to be organized, discrete and enables efficiency and productivity.
Reception Duties
Announce guests and couriers to the appropriate party
Answer the multi-line switchboard in a professional and pleasant manner and direct callers to the appropriate person
Greet visitors to the organization in a professional and friendly manner
Receive and screen information, visitors, and phone calls using judgement of sensitivity
Utilize strong problem resolution skills when dealing with difficult situations
Responsible for arranging all outgoing couriers as well as receiving incoming couriers and distributing them to the appropriate person in a timely manner
Reply to general information requests with accuracy
Set up, clean, and restock the Boardroom(s) prior to and after meetings
Ensure that the office looks professional, neat & presentable at all times including reception, lobby & hallway
Arrange adequate coverage of the reception area when away from reception for any reason
Administrative Tasks
Maintain boardroom calendars, schedule meetings/calls, and prepare materials and related tasks
Distribute incoming faxes throughout the day to the appropriate recipient via email
Receive and sort and distribute all incoming mail
Process outgoing mail on a daily basis and place it into a post box at the end of the day
Process invoices, expense reports, cheque requisitions, project budgets, and maintain an organized filing system of paper and electronic documents
Compose and/or prepare communications in a professional manner including emails, letters, presentations, documents, as required
Archive paper files onto the excel database and move down to storage
Support and assist with company events and office functions
Clear out the ‘M’ Drive of old files that are no longer applicable
Research and assist with various projects and miscellaneous duties as requested
Other duties as required
Skills & Qualifications
Education: University degree or diploma in a relevant field would be an asset
Experience: 1+ years of administrative support experience
Exceptional interpersonal skills
Ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively to issues that arise
Keen focus on providing excellent customer service
Strong organizational and problem-solving skills
Ability to effectively collaborate with all levels of the business and develop/sustain cooperative working relationships with internal staff, vendors, and external contacts
Adapt to different communication styles
Ability to communicate effectively, both oral and written; ability to exercise confidentiality
Ability to work effectively across time zones
Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities.
Advanced proficiency in spelling, punctuation, and grammar
Computer Skills: Excellent knowledge of Microsoft Office including Word, Outlook, and Excel
Please apply through amacon.com via the link provided: https://amacon.bamboohr.com/jobs/view.php?id=187
