Administrative Assistant

The Office Coordinator – Administrative Assistant position is a full-time role at the heart of the company's operations. Reporting to the Human Resources Leader, this position ensures efficient office operations and supports executive team members by providing exceptional administrative assistance. The Administrative Assistant demonstrates a detail oriented competency and is a self-starter and team player with a strong understanding of bookkeeping and accounting practices, strong administration skills, and general office management

Key Responsibilities:

Office Management:

• Answer general phone inquiries using a professional and courteous manner. Direct phone inquires to the appropriate staff members. Reply to general information requests with accurate information.
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner.
• Prepare correspondences, reports, and presentations as required.
• Coordinate office operations, including supply management, facility maintenance, and inventory management. Ensure the office is well-stocked and organized.
• Plan and coordinate internal and external events, including meetings and conferences.
• Develop and implement procedures to improve efficiency in office operations.
• Assist with budget management and tracking of office expenses.

Administrative Functions:

• Develop and implement effective procedures for the continuous improvement of office operations, including organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; completing cost/efficiency comparisons for services and supplies.
• Support field staff by ordering supplies, and coordinating/assisting with field office management. o Support budget tracking and expense management for office-related activities
• Prepare and maintain accurate documentation and records for various meetings and projects.

Executive Support:

• Provide day-to-day administrative support to the three principals of the firm as well as the executive team. o Prepare letters, memos, client packages, and PowerPoint presentations.
• Prepare forms/tenders/proposals in collaboration with Project and Marketing team
• Manage multiple calendars, schedule meetings, coordinate travel arrangements.
• Arrange and support meetings, including taking minutes and distributing them as necessary
• Devise strategies and approaches that will allow Ingenuity to reap benefits from memberships in trade and community associations. Monitor workshops, meet-and-greets, newsletters, blogs, and forums and recommend/coordinate participation in events.

Insurance and Fleet Management:

• Manage business and project insurance policies, ensuring no lapses in coverage
• Process insurance claims and ensure timely reporting of accidents and injuries
• Track fleet vehicle registrations, insurance, and driver compliance, and assist with vehicle procurement and renewals.

IT and Telephony:

• Act as a liaison for all technology, coordinating with IT to ensure timely resolution of any technology related issues.
• Be the point of contact for all telephony services. Work closely with the provider (Telus) to maintain accurate records of phone line renewals and maintenance.

Cross-Functional Support:

• Provide backup support to the Office Coordinator – Operations and Human Resources role as needed to ensure consistent coverage in the office.

ABOUT YOU:

YOU ARE PERFECT FOR THIS ROLE BECAUSE YOU HAVE:

• A minimum of three years of experience in an administrative or office coordination role.

• A post-secondary certificate, diploma, or degree in office administration would be an asset.

• High degree of Organizational Skills, Prioritization, and Time Management

• Ability and desire to provide the highest level of customer service to both internal and external clients. • Excellent verbal and written communication skills.

• High degree of professionalism, reliability, discretion, & dependability a must.

• Enthusiastic self-starter with a "can-do" approach to work.

• Current valid driver's license & the ability to travel occasionally.

• Proficient in all Microsoft 365 applications – Word, Excel, and Project Knowledge

• Ability to multi-task and organize self and others in a fast-paced environment.

Job Type: Full-time

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off
• RRSP match

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Application question(s):

• Do you have at least 2+ years of experience working for a construction contractor or developer

Education:

• Secondary School (preferred)

Experience:

• Administrative: 2 years (preferred)

Work Location: In person