Job Description

Administrative Assistant Job Posting

Company

: Sperling Hansen Associates

Location

: North Vancouver, BC

Position

: Administrative Assistant

Type

: Full-Time

Salary: $50,000-$55,000

Sperling Hansen Associates, a leading environmental engineering firm, is seeking a highly organized and proactive Administrative Assistant to join our team. This role will support our operations by managing administrative tasks, coordinating executive schedules, and ensuring smooth office functionality.

Please send your cover letter and resume to info@sperlinghansen.com

Responsibilities:

Communications Management

Answer incoming calls on SHA's main line and route them to appropriate staff members. Serve as the primary point of contact for internal and external communications related to administration.

Executive Support

Manage and coordinate daily schedules for executives. Organize virtual meetings using platforms such as Zoom and Microsoft Teams. Arrange travel logistics for executives and staff as required. Perform various routine errands during business hours to alleviate the administrative burden on executives.

Event Coordination

Plan, organize, and attend special events such as SWANA Conferences, SIWMA Meetings, and internal staff social events (e.g., camping trips, Christmas parties). Handle all logistical aspects of events, including venue booking, accommodation, and attendee management.

Document and Records Management

Manage incoming and outgoing administrative mail, calls, and emails. Prepare and convert documents into PDFs; assemble reports and other administrative documents. File and organize paper and electronic documents, including emails, reports, and administrative records. Manage and maintain project correspondence files.

Procurement and Bidding Assistance

Monitor procurement platforms for new opportunities. Assist in the preparation and submission of proposals and tenders. Manage the proposal calendar to ensure timely preparation and submission of proposals.

Compliance and Insurance

Engage with partners and insurers to obtain project- or proposal-specific certificates of insurance. Research and advise on compliance with local regulations and company policies. Assist with EGBC, APEGA, APEGS, Engineers of Yukon compliance and reporting.

Human Resources Support

Assist in onboarding new staff, including preparing employment agreements and orientation materials. Organize and maintain personnel records and documentation.

Health and Safety Committee Involvement

Attend and chair Health and Safety Committee meetings. Record and distribute meeting minutes and follow up on action items.

Office and IT Liaison

Oversee office supplies inventory, procurement, and delivery. Coordinate with property management services for maintenance or emergency repairs. Liaise with the IT department to resolve technological issues and support office infrastructure.

Fleet Management

Maintain logs for vehicle maintenance and insurance coverage. Schedule service appointments and deliver or retrieve vehicles from service or airport. Occasionally drive staff or executives to meetings or appointments as needed.

Marketing Initiatives

Support marketing initiatives by coordinating promotional materials and client gifting.

Qualifications:

Proven experience as an administrative assistant or in a similar role. Excellent organizational and multitasking skills. Proficiency in Microsoft Office Suite, Zoom, and Microsoft Teams. Strong communication skills, both written and verbal. Ability to handle sensitive information with discretion. Valid driver's license and vehicle, ability to run regular errands. Familiarity with environmental engineering or related industries is a plus. Knowledge of procurement processes, compliance regulations, and marketing coordination is an asset.

Benefits:

Competitive salary and benefits package. Opportunity to work with a dynamic team in a growing environmental engineering firm. Professional development and growth opportunities.
Job Types: Full-time, Permanent

Pay: $50,000.00-$55,000.00 per year

Benefits:

Company events Dental care Extended health care On-site parking Paid time off Vision care
Schedule:

Monday to Friday
Work Location: In person