We are seeking for a passionate Corporate Administrative Assistant of WSP Group's Corporate Head office annex.
The perfect candidate will have exceptional organizational skills, attention to detail, and the ability to prioritize accordingly.
As an Administrative Assistant, you act as the key contact for the Group and are a main resource for general administrative inquiries or information.
With 3-5 years of administrative experience, you have expertise in managing high volume corporate calendars; arranging detailed travel requests; preparing professional corporate communications;
compiling detailed reports and overall support for various team members in a support role to ensure that administrative aspects are performed accurately and in a timely manner.
We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, managers, surveyors and environmental specialists, as well as other design, program and construction management professionals.
Essential duties + Responsibilities:
• Performs administrative tasks such as: managing calendars, preparing expense reports, coordinating mail and couriers
• Makes detailed travel arrangements for senior management and other staff as required including booking flights, hotel accommodation, car rental and provides directions
• Acts as key contact for the department portion of the company Intranet site; maintains various corporate documents and corporate leadership work group site.
• Coordinates a variety of meetings including: scheduling, booking resources, compiling required materials and making catering arrangements Accurately composes corporate communications, reports, meeting minutes and data in a timely manner
• Coordinates the ordering of office supplies, furniture and equipment as required
• Assists with the onboarding of new hires as required and may coordinate computer requests, phone and office moves and other installations
• Support the preparation of construction project scope of work, drawings, tenders, estimates, bids and project documentation as required.
• Maintain and manage Office Environment
• Prepare invoices from vendors for entry into QuickBooks
• Issue Purchase Orders for materials
• Act as company Benefits Administrator
• Manage sub list, Order drawings, tender packages and Support Estimating team
• Answer and Make phone calls to sub-contractors
• Keep phone list up to date and distribute as required
• Create project packages/office files, track job charges, file, organize job files, and maintain filing system
• Provide other administrative office support as required
Major skills + Requirements:
• OND/HND/Bachelors or related academic/professional qualification
• 3-5 years of administrative experience; previous experience in office environment an advantage
• Completion of post-secondary coursework is an asset
• Excellent organizational and planning skills and the ability to juggle multiple shifting priorities while working to deadlines
• Strong written and verbal communication skills and experience in proofreading documentation
• Ability to maintain confidentiality and work with minimal supervision
• Average knowledge of MS Office applications, including Word, Excel, Outlook, PowerPoint, Visio
• Excellent customer service focus, with an ability to work collaboratively with others
• Dedicated team player who demonstrates initiative and independence
• Ability to multi-task, and possess accelerated learning capabilities with attention to detail
• Strong people relationship skills
• Strong command of the English language, written and verbal, is required
• Applicants with +7yrs work experience on this field without formal qualification can be considered