Aplin Martin Looking for Administrative Assistant at Surrey, British Columbia, Canada Full Time

Aplin Martin is a full-service Civil Engineering, Architecture, Planning, and Survey company, celebrating 55 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of 275+ talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. Aplin Martin has been recognized numerous times and has received the Project of the Year award from the Public Works Association of BC.

The Role:

The Administrative Assistant will ensure the efficient and timely day-to-day operation of the office and provide administrative support to the management and staff. Working under the supervision of the Branch Manager or the designated supervisor(s), the Administrative Assistant will perform a variety of administrative and office support activities. Extensive software skills are required, as well as Internet research abilities and strong communication skills.

Duties and Responsibilities:

Administrative Assistant performs a wide range of duties including some or all of the following:

Office Administration

• Uses computer word processing, spreadsheet, and database software to prepare proposals, reports, memos, and other documents
• Create project numbers for Project Managers
• Follow up & submit Inspection Reports to the City
• Cover reception lunch break and carry out reception tasks in that time frame. (Help with the deposit for the day, setting up couriers)
• Proposal Coordination
• Being able to search for information on the specific system software that Aplin Martin uses.
• Having a problem-solving attitude when issues do 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 office supplies ensuring basic supplies are always available
• Codes and files material 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 required for the smooth and efficient running of the office

Reception/Vacation cover (Head Office)

• Answers general phone inquiries using 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 the mail and complete deposit for the day with cheques, EFT’s & taking Visa/MasterCard Payments
• Be available to cover absences of fellow Administrative Assistants at Surrey Central & Vancouver locations.

Qualifications & Skills:

• 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, and detail-oriented.
• Ability to work well under pressure, plan, prioritize and multitask.
• Strong analytical abilities.
• Excellent communication skills (oral and written).
• Proficiency in Adobe InDesign & Gantt Charts is an asset

We offer:

• Competitive salary commensurate with qualifications, skills, and experience
• Extended medical, dental and vision benefits
• Life and disability insurance
• Group RRSP
• Employee Assistance Program
• Paid time-off
• Educational allowances for professional development
• Social and team-building events
• Friendly and supportive team that works hard and plays hard

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