Office Administrator

☞ Integral Group

看过: 208

更新日: 07-05-2024

位置: Vancouver British Columbia

类别: 列印

行业: Consulting Business Services

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工作内容

Overview:
WE ARE
  • A large (160) and diverse team of energetic professionals with a shared passion for green building design and environmental stewardship.
  • The largest office of a global company. We offer a great balance of friendliness and community in a team environment, while also providing the opportunities, expertise, and stability of an international engineering firm. Open communication, candour and fun are encouraged.
  • An inclusive and progressive employer; our core values are TRUST, NURTURE + INSPIRE. Our team emphasizes open communication, holding each other accountable, and a healthy work-life balance.
  • In need of a new team member who will help bring excellence and “ease” to our day-to-day operations as we continue to evolve and grow.
YOU ARE
  • Prepared to learn and grow quickly.
  • Friendly, courteous, professional, and confident as a representative of our office and company.
  • An effective multi-tasker, able to prioritize and balance wearing many different “hats”.
  • A natural with technology, with a command of Microsoft Office applications.
  • Someone with an eye for detail, who takes pride and ownership in their work.
  • A champion for organization, efficiency, and clarity. Our company’s systems and standards are constantly evolving.
  • Self-motivated, creative, resourceful, and unafraid to ask questions
  • Passionate about innovation, sustainability, and environmental responsibility
  • Ready to bring energy, positivity, and enthusiasm into the workplace
ABOUT THE POSITION
We are looking for a new team member who can help us keep up with the demands of a large consulting office, while maintaining a fun and easy-going team atmosphere. This position is a blend of:
  • office administration + reception duties
  • project administration
  • proposal writing
  • marketing tracking + event planning
Responsibilities:
Office Administration + Reception:
  • Attends reception desk and front office - meets and greets all visitors to the office, maintains tidy front-of-house, opens and closes office
    • Answers general inbound calls professionally and courteously and performs all switchboard tasks
    • Maintains internal calendars (e.g. “lunch and learn” seminars, meeting room bookings)
    • Receives and sends courier packages and hard-copy mail
    • Assist with management of common areas and office equipment (e.g. stationery, coffee supplies, etc.)
    • Provide administrative assistance to office leadership; Managing Principal and Regional Director (e.g. submitting expenses, meeting invites, lunch reservations, etc.)
    • Coordinate travel bookings with assistance of company travel agent for staff
    • Support Office Manager with Building Owner/Landlord for day to day activities (reporting maintenance or security issues, posting notices, key cards, etc.)
    • Oversee ordering and delivery of office supplies, coffee, and food orders for special events
    • Live the office culture and assist CSER Coordinator with communications
      • Take ownership of the office monthly newsletter, coordinating content from across the office, formatting and publishing on the intranet.
      • Assist with maintaining and updating Vancouver office page on company intranet. Take ownership of certain pages, maintain relevance.
      • Promote Health and Wellness initiatives with staff
      • Maintain office communication board and other visual communications around office.
Project Administration:
  • Provides assistance to Project Coordinators with administrative work from design/project teams as required, including but not limited to the following tasks:
    • Prepare, word process, edit, format and proofread Integral documents including specifications, reports, letters, etc., using standardized templates
    • Sort, organize, and file team documents using company cloud-based electronic system
    • Scan, copy, print documents
    • Arrange external print & plotting orders
Proposal Writing & Tracking
  • Prepares fee proposals with assistance and review from the Proposal Manager and Principals including but not limited to the following tasks:
    • Filing and organizing bid documents
    • Reviewing submission requirements (e.g. format and deadlines)
    • Using and updating project proposal templates and information (e.g. team resumes, project photos and descriptions, standard terms and conditions, etc.
    • Prepare, word process, edit, format, and proofread final submission documents using Microsoft Office and Bluebeam Revu
  • Using and maintaining company “CRM” tool for tracking the status of upcoming, active, and outstanding proposal opportunities
  • Maintaining communication around required process, outstanding information, action items, and inter-office/discipline coordination leading up to submission deadlines
Event Planning
  • Maintain calendar of internal marketing and external industry events
  • Assist Office Manager and Marketing Manager with organization of staff and client/marketing events (1-2 per year) including managing budget, vendors, venue, catering, rentals, licenses, etc.
  • Assistance coordinating staff events (up to 1x month)
  • Other similar duties as assigned by Office Leadership
Qualifications:
  • College or University graduate preferred
  • 5 years relevant experience (some familiarity and understanding of how the architectural/engineering/construction “AEC” industry works would be an asset – on-the-job training will be provided in this regard)
  • Excellent telephone manner
  • Strong verbal and written communication skills
  • Generally strong fluency with technology in a PC and network environment, including working knowledge of Microsoft Office Suite (Word, Excel & PowerPoint) and Bluebeam Revu
  • Ability to produce quality documents quickly and to company standards using templates
  • Detail oriented and takes pride in standard of work, and quality of presentation
  • Word processing experience, with an accurate typing speed of 50 wpm or greater
  • Highly proactive, organized, able to multi task and prioritize to meet deadlines
  • Team player who takes initiative, thinks critically, asks questions, and is responsible for their own contributions
  • Mature attitude and upbeat demeanor, someone who is willing to show up as their authentic self, daily.
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最后期限: 21-06-2024

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