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Administrative Assistant At Aecon Group

Location: Kincardine, Ontario

Job Description

Reporting to the Project Director the Administrative Assistant is responsible for superior customer service to the entire team. They will perform a variety of complex, and at times confidential administrative tasks requiring a thorough knowledge of company policy and procedures. This position requires the ability to work independently and as part of a team exercising judgment and initiative and may work for several departments or managers.

This position will be located in Cambridge, Ontario for the first 6 months of employment, and then will be relocated to Kincardine, Ontario.

Key Responsibilities
Phone/Reception
  • As the first point of contact for company, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
  • Ensure that every guest is signed in, call the appropriate employee they are here to visit.
  • Maintain the reception area in a tidy and presentable manner, may involve light dusting/cleaning.
  • Answer incoming calls; refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
  • Take and record telephone, e-mail, or written message for employees.
  • Observe and report any security issues to supervisor.

Communications
  • Work with the Steering Committee to prepare any internal communications or external communications
  • Work closely with Home Office and Human Resources to ensure the right amount and level of communications is happening in a timely manner
  • Prepare and coordinate with home office on content for the Quarterly Update presentation
  • Send any relevant information to home office for their Aecon@aglance
  • Post and maintain a communications board in the office/site

Mail
  • Receive and coordinate office mailings (Internal and External)
  • Receive and Sign for couriers and record on the tracking sheet
  • Monitor and track packages, shipments as necessary.
  • Put together outgoing couriers
  • Order courier supplies

Information Maintenance
  • Coordinate and manage In/Out Log for all employees
  • Ensure that the appropriate evacuation procedures (with the in/out log) are followed in the event of an emergency.
  • Update company phone lists monthly and coordinate with Nuclear Head Office the master list
  • Coordinate with IS and Update Global Address Book (Outlook) for all employees to ensure their information is up to date
  • Maintain the ‘Kincardine Office’ Distribution list in the Global Address Book (Outlook)

Support Duties
  • Prepare pre-qualification documentation for Business Development
  • Market study data manipulation
  • Market research
  • Assist in property management and set-up for new facilities
  • Prepare PowerPoint presentations
  • Prepare all meeting minutes, agendas and other documentation for meetings.

Timesheets
  • Work with the finance team to run reports out of SAP for Project Managers to show time charged out to their projects each week.
  • Upload LOA timesheets
  • Collect and upload hourly timesheets

Project Administration
  • Perform and maintain daily documentation, filing and meeting minutes
  • Create, monitor and maintain security set up for filing system for share point sites or electronic folder system
  • Create and maintain organizational charts for departments
  • Create and update organizational charts for projects
  • Proofread documents for correct English usage, grammar and spelling

Travel Arrangements & Expenses
  • Make travel arrangements for all employees
  • Complete expense reports for SMT and submit to Concur for processing.
  • Complete expense form for managers and submit to Concur
  • Update and maintain travel profiles
  • Confirm, print and have available all travel plans for each individual that travel has been booked for
  • Schedule appointments for various events including organizing meetings, conferences, dinners
  • Register, complete and coordinate any and all documentation associated to travel, conferences, forums that management is attending
  • Manage the In/Out Log within Outlook for those that you have booked travel for
  • Accountable for coding, acquiring signatures and submitting invoices to A/P

Meetings
  • Maintain appointment schedules, calendars, and arrange meetings internally as well as with outside clients
  • Order catering for meetings
  • Take meeting minutes as required

Events
  • Assist with the planning, administration, registration and coordination of company events (i.e. Leadership Matters, Golf Tournament, Christmas Party, Christmas Lunch, BBQs, etc.)
  • Coordinate department or project specific Team Building events

Office Supplies & Promotional Items
  • Order promotional items as requested from the (E-Store) for all sites and employees

Housekeeping
  • Organize and maintain the office
  • Ensure that front reception area is clean and presents well
  • Have all boardrooms and conference spaces clean, organized and ready for meetings
  • Refill coffee/water stations
Required Knowledge & Skills
  • Customer Service
  • Positive attitude
  • Strong communication skills (verbal and written), dealing tactfully with employees, visitors and customers
  • Above average computer skills using MS Office Products, including PowerPoint
  • Must be able to deal with sensitive issues in a confidential manner.
  • Problem solving, planning and organizational skills, ability to prioritize tasks, work to timelines
  • Knowledge of office methods and procedures, equipment and filing systems, both electronic and manual
  • Needs to know the basic organizational structure.
  • High school and minimum 5 years executive level support

OTHER QUALIFICATIONS
  • Due to the nature of work conducted by Aecon, mandated nuclear export controls requirements must be met for employment