Job Description

This full-time office-based position serves as the first point of contact for all visitors to MEMS' Guelph office and plays a key role in supporting the daily operations of the organization. It is a dynamic, multi-disciplinary role that combines reception, administrative, production, and Field Equipment Services coordination and support to ensure the smooth functioning of the office in alignment with MEMS' standards and requirements. Duties include maintaining office equipment and supplies, undertaking reception duties, assisting project personnel in multiple areas including setting up meetings, production, and equipment management.

Key Responsibilities

Office Administration (40%)

Respond accurately to general inquiries and requests for information. Greet and welcome guests, direct visitors to follow appropriate safety protocols and to the appropriate person/office. Assist in maintaining office security by following procedures and controlling access via the reception desk (monitor log book, issue security cards, etc.). Serve as the go-to on the proper operation of office equipment/office function. Coordinate repairs and maintenance as necessary. Monitor multiple email inboxes regularly throughout the day ensuring prompt and accurate response to inquires and/or requests for assistance. Redirect inquires to the appropriate person/department as needed. Assist with the planning and preparation of meetings and conference calls as requested by internal personnel. Ensure setup and recording of monthly Townhall meetings. Assist with setting up meeting rooms, delivery of catering, and clean up. Receive and sign for letters, packages and other deliveries, distribute mail, process courier packages and outgoing mail. Assist with ensuring workspaces are set up appropriately for new hires and guests. Work cooperatively with other members of the Team to ensure consistency and accuracy in procedures and processes updating as required in consultation with your supervisor/team members. Ensure all common areas are tidy and presentable, including supply rooms and kitchen(s). Update floor plans, and other general office documentation. Update monthly office capacity tracker. Responsible for stocking and maintaining staff and supply rooms and the general office areas including coffee, stationary supplies, and other general items as needed. Maintaining and tracking inventory levels monthly, accurately submitting POs to order office, coffee and other supplies as needed. Assist with document control. Troubleshooting for Information Services team and assisting with inventory management, as needed. Liaise with internal teams and external vendors as needed to support office operations.

Production (40%)

Producing technical and confidential documents to MEMS, Client and/or regulator formatting standards including letters, reports, figures, etc. Proofreading and type-editing internal and external deliverables. Compilation of reports and other Client-directed deliverables in accordance with Client timelines. Provide backup monitoring and assigning of incoming Production Support Tasks through maintenance of the Production Inbox as needed. Utilizing MEMS and/or Client File Transfer System ("File Drop") sites. Create aesthetically pleasing PowerPoint and/or other internal marketing material in line with corporate identity standards, as needed. Other Production duties and/or responsibilities as assigned.

Field Equipment Services (20%)

Provide support to the Field Equipment Services by managing inventory, tracking usage, and coordinating check-outs and returns, using specialized software. Assist with truck rentals (drop-offs and Pickups, scheduling maintenance as required). Field Equipment and Safety Consumables inventory. Organizing and maintaining Field Equipment storage area. Support on Safety needs for Guelph Staff. Liase with the Field Equipment Services team or Supervisor when inventories are low or when the Guelph Field Equipment Services is not operating in accordance with MEMS' specifications. Other duties as assigned.

Education and Experience

Successful completion of Grade 12 and/or working towards a related administrative certificate from an approved business college/institute.

Other Knowledge and Skills

strong interpersonal skills; ability to take direction and guidance from multiple sources; good analytical and problem-solving skills; ability to handle confidential and sensitive information; capable of working in a team and independently with minimal supervision; intermediate knowledge of Microsoft Office programs (Word, Excel, and PowerPoint); respectful, self-motivated, punctual, and reliable; and ability to manage competing priorities in a fast-paced environment.

About MEMS

Millennium EMS Solutions Ltd. (MEMS) is an employee-owned environmental consultancy providing environmental, health and engineering services across western Canada since 1998. We are known for our credibility, integrity, technical competence, and our talented staff. We meet and exceed the needs of our client's projects because we are prepared technically, professionally, and logistically. We are delivery-oriented and deliver superior, cost-effective services.

Why Choose MEMS?

MEMS believes in supporting employees in achieving their career goals while maintaining a healthy work-life balance. In addition to rewarding job opportunities, we offer an attractive employee package, including:


Competitive salaries Comprehensive benefits package including flex benefits for extended health care, dental care, vision, life insurance, short term disability insurance, long term disability insurance, critical illness insurance and accidental death and dismemberment insurance Employee share-ownership plan Group RRSP matching plans Employee wellness programs Flexible hours Career development planning Compensation for subscription and accreditation fees

Equal Opportunity Statement

MEMS practices equal opportunity and fair hiring practices when filling positions and will hire the most qualified individuals based on their knowledge, skills, abilities and other competencies. MEMS has adopted this philosophy to ensure all employees, and potential candidates are considered for employment opportunities through a consistent, fair and barrier-free approach.

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