Come Build Your Career at Aecon!
As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.
At Aecon, you can count on:
- Safety First. Our number one core value. If we can’t do it safely, we don’t do it at all.
- Integrity. We lead by example, with humility and courage.
- Accountability. We’re passionate about delivering on our commitments.
- Inclusion. We provide equitable opportunities for everyone.
At Aecon we:
- Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being
- Believe in helping you build your career through our Aecon University and Leadership Programs
- Are committed to supporting and investing in inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon.
- Are a leader in sustainable construction. With a strong commitment to operating responsibility by minimizing our impact on the environment and surrounding communities.
Our business success relies on strong execution and continuous improvement – driven by the diversity, expertise and teamwork of our people. We’re always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community!
Reception
- As the first point of contact for company, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions
- Provide general support for visitors and or new employees
- Ensure that every guest is signed in, and the appropriate employee is notified of the visit
- Take and record telephone, e-mail, or written messages for employees
- Observe and report any security issues to supervisor
- Receive and coordinate office mailings (Internal and External)
- Receive and sign for couriers and record on the tracking sheet
- Monitor and track packages and shipments as necessary
- Put together outgoing couriers
- Order courier supplies as required
- Coordinate and manage in/out log for all employees
- Ensure that the appropriate evacuation procedures (with the in/out log) are followed in the event of an emergency
- Update company contact lists monthly and coordinate with Nuclear Head Office on the master list
- Prepare pre-qualification documentation for Business Development
- Market study data manipulation.
- Market research.
- Property management and set-up for new facilities.
- Maintaining the office condition and arranging necessary repairs.
- Ensure that all items are invoiced and paid on time.
- Prepare PowerPoint presentations.
- Prepare all meeting minutes, agendas, and other documentation for meetings.
- Order promotional items as requested from the (E-Store) for all sites and employees.
- Take weekly Staples’s inventory and order replenishment supplies as necessary.
- Take bi-weekly Coffee inventory and order replenishment supplies as necessary.
- Perform and maintain daily documentation, filing and meeting minutes.
- Create, monitor, and maintain security set up for filing system for share point sites or electronic folder system.
- Create and maintain organizational charts for departments.
- Proofread documents for correct English usage, grammar, and spelling.
- Manage the project vacation approval forms and vacation tracking.
- Maintain appointment schedules, calendars, and arrange meetings internally as well as with outside clients.
- Order catering for meetings.
- Take meeting minutes as required.
- Support various project initiatives, including the positive recognition observation program (PROPS).
- Assist with the planning, administration, registration, and coordination of company events (i.e., Leadership Matters, Golf Tournament, Christmas Party, Christmas Lunch, BBQs, etc.).
- Coordinate department or project specific Team Building events.
- Make travel arrangements for all employees as required
- Complete expense reports for SMT and submit to Concur for processing
- Complete expense form for managers and submit to Concur
- Update and maintain travel profiles
- Confirm, print, and have available all travel plans for each individual that travel has been booked for
- Schedule appointments for various events including organizing meetings, conferences, dinners
- Register, complete and coordinate all documentation associated to travel, conferences, forums that management is attending
- Manage the in/out log within Outlook for those that you have booked travel for
- Accountable for coding, acquiring signatures and submitting invoices to A/P
- Organize and maintain the office
- Ensure that front reception area is clean and presents well
- Have all boardrooms and conference spaces clean, organized, and ready for meetings
- At the request of any manager, order flowers for occasions
- Handle general inquires from managers and employees (i.e., IT submissions and resolutions, Coordinate Set Up for New employees etc.)
- Provide administrative and clerical support with speed and accuracy
- Suggest and implement improved work methods and systems relating to administrative tasks
- Perform other duties and responsibilities as assigned by his/her supervisor/manager
- Assist other staff in office duties as required
- Other duties as assigned
- Possess a minimum of 5 years of administrative and/or executive level support
- High School Diploma required
- Intermediate level of computer skills in MS Office Products including Word, Outlook, Excel, and Teams
- Knowledge of office methods, procedures, equipment and filing systems (both electronic and manual)
- Knowledge of SAP considered an asset
- Customer service experience considered an asset
- Strong communication skills and ability to deal tactfully with employees, visitors, and customers
- Flexible attitude to manage varying duties from day to day and short notice changes
- Ability to manage and work with sensitive information in a confidential manner
- Strong organizational and planning skills, ability to prioritize task and work to timelines