Job Description

The ISL Burnaby office is seeking a master of first impressions that delivers exceptional customer services to guests, partners and employees visiting this beautiful office just off Gilmore Station.



A Little About Us

We are engineers, technologists, planners, landscape architects, scientists, and their support teams that work together to deliver infrastructure, while minimizing environmental impact and maximizing benefits to the community. We work hard and play hard because that is what #ISLLIFE is all about! Check us out by visiting us on social media. Learn more about our work by visiting us on Instagram @islengineering / LinkedIn and feel free to join our ISL newsletter on LinkedIn: Inside ISL



About Our Team

ISL's Administrative Team's mission is to be a supportive and respected leader in administrative services, providing outstanding service through efficient task delivery, while maintaining the highest standards of quality and professionalism. We are committed to achieving excellence through clear communication, collaboration, and peak performance while fostering an environment of trust and respect. We are a team of administrative professionals across provinces that embrace community, collaboration and unity.



A Little More About the Role

Warmly engaging with clients, partners and employees, this role is responsible, but not limited to, the following:

Front Desk and Guest Services:

Greet and direct office guests, manage incoming and outgoing calls in a professional manner. Manage couriers and transmittals, including packaging and tracking. Manage fleet vehicles (e.g., insurance renewals, safety inspections, amber light permits, bookings, updating tracking spreadsheet, submitting unit reports, maintenance).

Offices and Facilities Management:

Maintain the office (e.g., watering plants, filling and emptying the dishwasher, organizing, maintenance, janitorial service). Coordinate printer/plotter service and maintenance. Order and maintain office supplies and seasonal/promotional items (tracked, unpackaged, inventoried). Order and maintain library materials. Conduct office safety inspections, maintain First Aid and fire safety supplies, maintain certificates and project safety documentation, manual updates as required.

Scheduling and Coordination:

Organize meetings and calendar bookings for boardrooms and staff members, prepare boardrooms, ensuring the needs of all participants are met (e.g., audio/visual, food/beverages, cleanup). Coordinate hotel workstations, work accommodations, and parking requirements for staff and guests. Organize and support staff meetings, including agenda preparation and minute-taking. Organize and support office and corporate events across different offices in both in-person and virtual formats (e.g., Halloween costume contests, workshops, and training sessions).

Document and Records Management:

File corporate documents, conduct folder audits, archiving. Cross-reference and update documents, assemble documents, convert to PDF, photocopy, print, scan, bind. Apply addenda to contract documents. Perform in-house shredding.

HR & People Support:

Support onboarding activities, including office setup and orientations. Coordinate employee departure checklists and lunches.

Process Improvement and Implementation:

Help create and implement office and corporate processes. Relationship building with other administrative professionals across ISL. Look for creative ways to streamline processes and leverage new tools/technology.

A Little About You

We know you will be successful in this role if you are:

A self-starter who takes initiative and always seeks opportunities to be of service. Highly organized. Someone who enjoys multitasking and can remain detail orientated in busy deadline driven environments. Able to work with minimal supervision. Collaborative in your approach and come with a team orientated approach to support others. Proactive with your approach to service delivery and can anticipate problems before they arise.

Your application should include:

Proven experience in an administrative support role in a fast-paced environment. Experience in a comparable sized office environment of approximately 60 professionals. Strong experience managing and setting up meetings, calendar bookings and organizing a variety of logistics. Experience juggling multiple priorities while keeping several clients happy. Strong demonstrated experience taking initiative to improve process and/or customer service. Excellent written and verbal communication skills. Attention to detail and a high level of accuracy. Ability to handle multiple tasks and prioritize effectively Having a valid driver's license. Willingness to travel occasionally to other offices in the BC region. Proficient in Microsoft Office Suite.

Bonus:

First Aid Certification. Experience in process improvement.

What ISL Offers

We value you for your contributions and want to ensure that your personal success is intertwined with your professional success. Our wellness philosophy encompasses the four pillars of physical, mental, financial and spiritual wellbeing which is why our benefits package is comprehensive and offers you some of the best available tools to maximize your career and lifestyle.

The salary ranges for this position (based on a 40-hour work week) is:

$50,000 to $60,000 depending on your level of experience in relation to the job requirements.

Here are some of the amazing benefits we provide:

Excellent mentorship. Flexible working hours. Hybrid model of work. Employer paid benefits including health, dental and extensive paramedical services. Healthcare Spending and Lifestyle Option Accounts. Group RRSP. Annual bonus incentives. Paid professional development opportunities and memberships. Parental leave top-ups. 24/7/365 Employee and Family Assistance Program.

At ISL, we share an enthusiasm for community infrastructure. From planning through to design and construction management, we create nimble teams to tackle the unique requirements of every project. Our technical expertise encompasses transportation, land use planning, civil engineering, municipal, landscape architecture, heritage services, environmental management, water, structural, community engagement, geomatics, construction services and 3D visualization. Just the right size, ISL delivers on complex projects while being small enough to maintain strong, cohesive project teams and personal client attention and service.



At ISL your identity is part of our identity. Diversity, Equity and Inclusion (DEI) speaks to our core values and provides space for our teams to bring their authentic selves to work. ISL believes DEI creates the best outcomes for our clients while sustaining a happy and thriving work environment that allows for career development and opportunities for all staff. ISL is committed to a focused effort on continuous improvement and development of a respectful and safe workplace.



We thank all applicants in advance for their interest in this position. Only those who will be selected for an interview will be contacted.