Coldbox specializes in the Plan. Design. Build. of environmentally controlled manufacturing and logistics facilities for the global food and pharmaceutical industries. Our engineering and construction teams work as a single source to create practical construction solutions that meet regulatory requirements, maximize energy and production efficiencies, and deliver on clients' expectations.

We are currently seeking an Administrative Assistant to join our Team in Burlington, Ontario.

Key Purpose

The Administrative Assistant (AA) will be responsible for providing effective and efficient office and administration support, as well as being a main point of contact for all staff. The AA reports to the Office Manager and is a primary support for the President. It is an Office Based opportunity.

General Administrative Duties:

• Organize and maintain files, documents, and records
• Copy, file and maintain paper or electronic documents and records
• Manage invoices and expense reports and perform basic budget tracking and recordkeeping
• Conduct research on various topics to support decision-making processes
• Compile and summarize information for reports or presentations
• Distribute internal communications and announcements within the organization
• Support organizational events and activities including charitable drives and activities
• Maintain inventory and supplies (and order, organize, and restock office supplies)

• Ensure office equipment (printers and plotters) are stocked and operational
• Support office access (such as distributing and managing building access cards, security Fobs, etc.)
• Oversee facility management services (such as cleaners and maintenance service providers)
• Assist HR with employee onboarding and offboarding processes
• Discretely handle sensitive and confidential information and matters relating to the daily activities of the CEO, President and SLT
• Manage the Corporate Calendar
• Schedule meetings, calls and appointments for the Managerial team, including room and video/equipment setup, etc.
• Book attendance at conferences and make travel arrangements as required

Reception Duties:

• Receive visitors at the front desk by greeting, welcoming, and directing them if needed
• Receive and sort daily mail including the US virtual mail
• Arrange/manage courier pick-ups and deliveries
• Answer the phone in a timely and professional manner and direct calls when needed
• Manage the meeting room and boardroom bookings and ensure they are clean and tidy
• Ensure the kitchen/lunchroom is clean and tidy, coffee/supplies are stocked, etc.

Key Knowledge and Skills

• Proficiency in Microsoft Office including, Word, Excel, and Outlook including calendar management
• Hands-on experience with office equipment (e.g., printers)

• Excellent communication skills (written and verbal)
• Professional attitude and appearance
• Personable and friendly demeanour
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Strong multitasking and time-management skills, with the ability to prioritize tasks
• Strong customer service focus
• Able to contribute positively as part of a team, helping with various tasks as required
• Ability to maintain discretion with confidential information

Education and Experience Requirements

• Minimum 3-5 years of work experience as a Receptionist, Administrative Assistant, or similar role
• Experience supporting senior executives in a fast-paced environment
• Experience in construction, engineering and property development is ideal but not required
• University or college education in a complementary field of study helpful but not required

If you have the qualifications as outlined above and are interested in playing a pivotal role in a growing and dynamic company, please submit your resume.

The Coldbox Advantage – Just some of the reasons to work for us

• Competitive compensation package

• Good benefits package with generous Health Spending Account

• Employee Assistance Program (EAP)

• Generous Employee Referral Program

• Training, education, and development opportunities

• Diverse workforce

• Supportive culture

• Employee appreciation and engagement events

Coldbox is committed to maintaining and supporting a safe work environment for all employees, sub-contractors, suppliers, or clients and other site visitors. We offer a friendly, culturally diverse and energetic work environment, competitive compensation and benefits, social activities, team-building events, and career development opportunities.

We are an equal opportunity employer and welcome a diversity of applicants. CBB will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.