Office Administrator

WSP is currently seeking an Office Administrator to work in our Kingston, Ontario office. This is a full time, permanent position. Reporting to the Senior Manager, the Office Administrator will support the project managers, engineers, and technicians in the office on a daily basis.

RESPONSIBILITIES

• Reception duties which includes answering phone calls, greeting visitors, handling incoming and outgoing mail, couriers, etc.;
• General office administration and office management duties including ordering supplies, ensuring supplies are stocked, etc,
• Willing to be a member of the Health and Safety Committee. Ensure the H&S board is up to date, help with office inspections, ensure First Aiders and Fire Wardens are on site. Maintain Emergency Contact List, other tasks as assigned by the committee.
• Maintain Specifications software and database and edit specs as required by office staff.
• Help with travel reservations as required
• Type, format, and prepare documents including proposals, reports, contracts and letters;
• Review and incorporate revisions to documents as necessary;
• Perform research for proposals and reports;
• Assist in the administration of contract-based documentation such as addenda, bids requests, certificates for payment, change orders, and certificates of substantial performance;
• Prepare project documentation (e.g. project opening forms, budget updates, etc.) and liaise with Project Managers and Accounting departments, as appropriate to facilitate project start-up and revisions;
• Using our project management opportunity tracking system to open projects and input opportunities
• Occasionally attend & prepare minutes for meetings;
• Ensure regular (annual, quarterly, etc.) updates to core documentation (e.g. Curriculum Vitae), track and manage team documentation (e.g. protocols, digital resources) are undertaken efficiently to assist in productivity and office performance;
• Provide administrative support to other project teams and business units as required;
• Maintain & catalogue technical library materials;
• Other duties as assigned.

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QUALIFICATIONS

• College degree in Administration, or equivalent training or experience is required;
• College or university degree in an environmental field is as asset;
• 3 to 5 years relevant experience as an Administrative Assistant in a medium sized company to a relatively large company (500 employees or more);
• High degree of proficiency on computer software applications (Word, Excel, PowerPoint) are critical to success in this position;
• Competencies Adobe Acrobat will be considered an asset;
• Suitable candidates will have demonstrated good initiative;
• Attention to detail is critical;
• Ability to adapt to changing prioritize and needs;
• Strong time management skills and ability to follow-through to completion;
• Ability to work in a team environment;
• Excellent verbal and written communication skills.