Job Description

The Company:

Aplin Martin is a full-service Civil Engineering, Architecture, Planning, and Survey company, celebrating 55 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of 275+ talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. Aplin Martin has been recognized numerous times and has received the Project of the Year award from the Public Works Association of BC.

The Role:

The Administrative Assistant will ensure the efficient and timely day-to-day operation of the office and provide administrative support to the management and staff. Working under the supervision of the Branch Manager or the designated supervisor(s), the Administrative Assistant will perform a variety of administrative and office support activities. Extensive software skills are required, as well as Internet research abilities and strong communication skills.

Duties and Responsibilities:

Administrative Assistant performs a wide range of duties including some or all of the following:

Office Administration

\xc2\xb7 Uses computer word processing, spreadsheet, and database software to prepare proposals, reports, memos, and other documents

\xc2\xb7 Create project numbers for Project Managers

\xc2\xb7 Follow up & submit Inspection Reports to the City

\xc2\xb7 Cover reception lunch break and carry out reception tasks in that time frame. (Help with the deposit for the day, setting up couriers)

\xc2\xb7 Proposal Coordination

\xc2\xb7 Being able to search for information on the specific system software that Aplin Martin uses.

\xc2\xb7 Having a problem-solving attitude when issues do come up i.e. coffee machine or printer/photocopier has issues.

\xc2\xb7 Forwards incoming general e-mails to the appropriate staff member

\xc2\xb7 Purchases, receives, and stores office supplies ensuring basic supplies are always available

\xc2\xb7 Codes and files material according to the established procedures

\xc2\xb7 Updates and ensures the accuracy of the organization\'s database

\xc2\xb7 Backs-up electronic files using proper procedures

\xc2\xb7 Liaises with administrative staff in other branch offices of the company

\xc2\xb7 Provides administrative support to management and other staff

\xc2\xb7 Performs month-end duties as required (3 Month projections, following up with Project Managers, ensuring all information is up to date)

\xc2\xb7 All other tasks required for the smooth and efficient running of the office

Reception/Vacation cover (Head Office)

\xc2\xb7 Answers general phone inquiries using a professional and courteous manner

\xc2\xb7 Directs phone inquiries to the appropriate staff members

\xc2\xb7 Replies to general information requests with accurate information

\xc2\xb7 Greets clients/suppliers/visitors to the organization in a professional and friendly manner

\xc2\xb7 Check the mail and complete deposit for the day with cheques, EFT\xe2\x80\x99s & taking Visa/MasterCard Payments

\xc2\xb7 Be available to cover absences of fellow Administrative Assistants at Surrey Central & Vancouver locations.

Qualifications & Skills:

\xc2\xb7 High School Diploma/Post-secondary education in business, computers, or office management

\xc2\xb7 1-3 years experience in an office setting.

\xc2\xb7 Proficient in the use of Microsoft Office 365

\xc2\xb7 Highly organized, and detail-oriented.

\xc2\xb7 Ability to work well under pressure, plan, prioritize and multitask.

\xc2\xb7 Strong analytical abilities.

\xc2\xb7 Excellent communication skills (oral and written).

\xc2\xb7 Proficiency in Adobe InDesign & Gantt Charts is an asset

We offer:

\xc2\xb7 Competitive salary commensurate with qualifications, skills, and experience

\xc2\xb7 Extended medical, dental and vision benefits

\xc2\xb7 Life and disability insurance

\xc2\xb7 Group RRSP

\xc2\xb7 Employee Assistance Program

\xc2\xb7 Paid time-off

\xc2\xb7 Educational allowances for professional development

\xc2\xb7 Social and team-building events

\xc2\xb7 Friendly and supportive team that works hard and plays hard

Powered by JazzHR

Aplin Martin