TULLOCH Looking for Administrative Assistant at Calgary, Alberta, Canada Full Time

“We want to build an organization where everyone loves their job and their leaders care for them.”

Over the last 30 years, TULLOCH has built a robust multi-disciplinary consulting engineering firm recognized Canada-wide for its strengths in the diverse service offerings and commitment to excellence. TULLOCH’s innovative use of emerging technologies to improve both the efficiency and quality of work is core to everything TULLOCH. This approach, along with our extreme work ethic, makes us a service provider of choice for many clients.

Based in Calgary, Alberta, the Administrative Assistant will report to the General Manager – Geomatics and will have a wide range of duties which ultimately focus on supporting the office and its various projects. We are looking for an Administrative Assistant that would be involved with various aspects of administrative, clerical, proposal, and project support. You will be part of a dynamic team that provides exceptional service to many clients.

What You’ll Do:

The Administrative Assistant will be part of our Geomatics Alberta team. You will:

General Office Management Activities:

• Ensuring a positive onboarding process for new hires
• Facilitating safety orientation and other training for staff as needed
• Assist in arranging travel, vehicle maintenance, and social events for Alberta staff as required
• Provide general administrative and clerical support, including mailing, scanning, and copying
• Greet visitors, answer and direct phone calls, and respond to electronic inquiries
• Draft, edit, and proofread memos, letters, emails, reports, and other documents as required
• Create PowerPoint presentations
• Format reports and proposals
• Generate and modify spreadsheets
• Maintain electronic and hard copy filing system
• Manage the shipping and receiving of courier packages as well as receipt, sorting, and distribution of incoming mail
• Run company errands as needed
• Schedule and co-ordinate meetings, appointments, and travel arrangements
• Order and maintain office supplies
• Perform all other related duties as assigned

Project Coordination Activities:

• Proposal and project setup in TULLOCH’s accounting system (BST)
• Prepare and track change orders and update task budgets in BST, as directed by project managers
• Perform land titles searches, document preparation, and consent document tracking
• Assist with preparation of digital field and office files, ensuring a stockpile of files are ready for fieldwork
• Be responsible for document creation such as: field packages, instructions reports, RFIs, minutes, submittals tracking, and other documents as required
• Prepare required project setup documentation
• Track deliverable deadlines and submittals
• Assist in updating and maintaining field personnel schedules based on project manager inputs

Please note that this job description is not meant to be an all-inclusive statement of every duty and responsibility that will ever be required of an employee in the job.

Who You Are:

• You have 2-5 years experience working in an administrative role
• You make decisions and exercise independent judgment within defined parameters and in alignment with business objectives
• You can pivot and alter approach or recommendations to accomplish desired results
• You are not afraid to raise your hand when you need help or guidance
• You are trusted with freedom to work independently but also contribute to the overall team success with a positive attitude
• You have excellent communication skills (both verbal and written) and strong analysis and negotiation skills. Liaising with professionals, field and office staff, and clients will be a regular occurrence.
• Previous experience working with Project Management Software is considered an asset
• Previous experience working as part of a multi-disciplinary team is considered an asset
• A background in surveying and engineering projects in the land development and infrastructure market sectors is considered an asset
• You are able to comply with the company’s drug & alcohol program, including testing requirements

What You Should Bring:

The ideal candidate will have a Bachelor’s degree in Business Administration or a related program. Additionally, you should have:

• High motivation with results-oriented focus
• Superior organizational and multi-tasking skills
• Strong interpersonal and critical thinking skills
• Proficiency in MS Office Suite (Word, Excel, PowerPoint)
• Ability to manage sensitive data and navigate confidential matters
• Valid full driver’s licence with a clean driver’s abstract

What We Offer You:

TULLOCH has built a passionate workforce with a strong and vibrant culture which has been the key to our success. We offer programs and rewards that one would expect from a highly successful, established, and growing Engineering company:

• Competitive salary, benefits plan, and company pension plan
• A fantastic culture, team, and energy to work with
• Social activities, company sponsored events, and opportunities to give back to our local community
• Flexible working hours
• Coaching and mentoring programs
• Scholarship programs for family members
• Opportunities to travel and work across Canada

TULLOCH is an equal opportunity employer that is committed to acquiring a skilled and diverse workforce. We encourage applications from candidates of all backgrounds, origins, ages, orientations, genders, creeds, and religions. TULLOCH accommodates people with disabilities throughout the recruitment and selection process. TULLOCH is an excellent place to work and we look forward to meeting with you! If contacted regarding this competition, please advise the interview coordinator of any accommodation measures you may require.

Powered by JazzHR

ABp09HbL9I