Administrative Assistant

at  Aplin Martin

ABOUT US

Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 55 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of 300+ talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees’ growth and development, and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.

SKILLS & QUALIFICATIONS

• High School Diploma/Post-secondary education in business, computers, or office management
• 1-3 years experience in an office setting.
• Proficient in the use of Microsoft Office 365
• Highly organized, and detail-oriented.
• Ability to work well under pressure, plan, prioritize and multitask.
• Strong analytical abilities.
• Excellent communication skills (oral and written).
• Proficiency in Adobe InDesign & Gantt Charts is an asset

The Administrative Assistant performs a wide range of duties including some or all of the following:

• Answers general phone inquiries using a professional and courteous manner
• Replies to general information requests with accurate information
• Greets clients/suppliers/visitors to the organization in a professional and friendly manner
• Uses computer word processing, spreadsheet, and database software to prepare proposals, reports, memos, and other documents
• Create project numbers for Project Managers
• Follow up & submit Inspection Reports to the City
• Proposal Coordination
• Having a problem-solving attitude when issues do come up i.e. coffee machine or printer/photocopier has issues.
• Forwards incoming general e-mails to the appropriate staff member
• Purchases, receives, and stores office supplies ensuring basic supplies are always available
• Codes and files material according to the established procedures
• Updates and ensures the accuracy of the organization’s database
• Backs-up electronic files using proper procedures
• Liaises with administrative staff in other branch offices of the company
• Provides administrative support to management and other staff
• Performs month-end duties as required (3 Month projections, following up with Project Managers, ensuring all information is up to date)
• All other tasks required for the smooth and efficient running of the office
• Check the mail and complete deposit for the day with cheques, EFT’s & taking Visa/MasterCard Payments