Part-Time Administrative Assistant / Receptionist

• Creative Mindset – You bring fresh ideas, challenge assumptions, and turn obstacles into opportunities.
• Proactive Approach – You take initiative, anticipate challenges, and seek ways to create a positive impact.
• Supportive Teamwork – You foster a culture of inclusivity, respect, and collaboration, helping others succeed.
• Trusted Advice – You act with integrity, expertise, and honesty, earning the confidence of clients and colleagues.
• Lead with Purpose – You empower, support, and guide others, driving meaningful results.

• Answer incoming calls in a professional, polite, and cheerful manner.
• Welcome clients and visitors, providing a warm and hospitable environment.
• Manage office supplies to ensure availability for staff.
• Handle incoming mail, packages, and deliveries, and notify recipients promptly.
• Maintain a log book for guest attendance.
• Coordinate sending and receiving packages via couriers and Canada Post.

• Type, edit, proofread, and produce various documents including reports, engineering specifications, letters, and correspondence.
• Digitally file documents and maintain templates for efficient workflow, as necessary.
• Assist with travel arrangements, boardroom meetings, and lunch and learns.
• Manage and maintain office supply inventory, ordering as needed including kitchen-related supplies (coffee, tea, etc).
• Perform other administrative tasks as assigned by the Office Services Manager.
• Act as the JHSC representative and Fire Warden in the office, including the maintenance of the PPPs and equipment.

• Create, edit, and proofread documents such as reports, fee proposals, and contract documents.
• Coordinate printing and binding of reports as necessary.

• Collaborate with accounts receivable/payable in the Toronto office.
• Provide necessary back-up for AP items.

• Assist in filing digital and paper correspondence, invoices, reports, and proposals.
• Maintain the archive file database, ensuring accuracy and accessibility of records.

• Ensure cleanliness and tidiness of office spaces, particularly after meetings and presentations.
• Assist with miscellaneous facility duties as required.

• Assist with special projects and perform other duties as assigned by the Regional Manager and Office Services Manager.

• High school diploma or equivalent; additional qualifications in office administration or related field preferred.
• Previous experience in a receptionist or administrative role is an asset.
• Proficiency in Microsoft Office Suite and familiarity with office equipment.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and professionalism at all times.

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