Job Description

NANAIMO

The Opportunity:

WSP Golder has a new opportunity for an Administrative Assistant to join our Business Operations team in a Full-Time position in our Nanaimo office. This role is critical to the efficient operation of our local team, and we are looking for a good fit in terms of both experience and personality. Once established, it is anticipated that there will be opportunities for the right candidate to expand their role beyond the basic duties described herein in a direction that matches their skills and interests.

Why WSP?

• We value and are committed to upholding a culture of Inclusion and Belonging
• Our Flexible Work Policy - we recognize the importance of balance in our lives and encourage you to prioritize the balance in yours. We will support you on and off the job so you can be fully present in both your work and home lives.
• Our Hybrid Work Policy - a combination of in-person and remote working, enables us to purposefully think of how we work, who we need to work with, and where the work should be done.
• A Canadian success story - we're proud to wear the red and white of this beautiful country and show the world what Canada has to offer.
• Enhance the world around you - from the environment to the highways, to the buildings and the terrain, WSP is the fabric of Canada.
• Outstanding career opportunities - we're growing and pushing ourselves every day to be greater than yesterday - we're open to your ideas and trying new things.
• A phenomenal collaborative culture and a workforce filled with genuinely good people who are doing humbly important work. Come find out for yourself what it's like to be a part of our journey.

We offer attractive pay, flexible work options, a great corporate culture, comprehensive and employee-focused benefits including virtual healthcare and a wellness platform as well as great savings programs, and a clear vision for the future.

#WeAreWSP

A day in the life:

• You will provide general office support to the Nanaimo Team that is important to the efficient operation of our business. In this role you will be a key supporter and encourager for our diverse group of professionals;
• You will contribute to the broader Business Support team in the region as needed;
• You will handle and assist with document formatting, distribution, and other administrative project responsibilities;
• You will act as the point of contact for internal and external clients;
• You will print, scan, E-File and physically archive documents as well as retrieve archived documents;
• You will perform basic data entry as required;
• You will assist in maintaining a neat and tidy work area that is welcoming to visitors and will welcome staff, visitors, and clients.

General office duties that include but are not limited to:

• Phone coverage - answer and direct phone calls;
• Courier support - processing mail and general shipping/receiving;
• Liaise with IT on equipment issues;
• Liaise with Facilities on building maintenance issues;
• Creation of proposal records and converting proposals to projects. Creating and updating SharePoint sites;
• Provide backup word processing support to the office and Region as needed;
• Timesheet entry and support;
• Scanning and e-mailing invoices and statements to AP. Coding and/or redirecting invoices;
• Assistance with onboarding and offboarding;
• Update and maintain contact lists and email distribution lists;
• Travel and event coordination;
• Meeting coordination and minute taking;
• Health and Safety (e.g., first aid courses) training bookings for staff.

What you'll bring to WSP ...

Positive Team Player Attitude!

• 3-5 years (or more) of work experience in a professional service environment;
• Attention to detail and ownership of delegated tasks;
• Good communication skills (listening, verbal and written), friendly and pleasant manner, with an ability to maintain composure while under pressure;
• The ability to take directions and seek clarification as needed;
• Able to prioritize competing responsibilities and communicate this to all involved in a manner that facilitates meeting deadlines as a team;
• Good problem-solving skills with the initiative and ability to identify alternative solutions;
• Established comfort level with technology;
• Proficiency in Office 365 including SharePoint, Word, Excel, and OneDrive is an asset;
• Ability to learn processes quickly and be flexible in changing circumstances;
• Excellent customer service skills to support both our external and internal clients;
• Maturity and flexibility;
• Valid Driver's license is an asset.