Administrative Assistant, Engineering

Duties and Responsibilities

• Manage front desk operations, serving as the company's first point of contact.
• Receive visitors to the building, notify staff members of visitors, and escort visitors to appropriate locations.
• Answer, screen, and route incoming calls, take messages, and respond to general inquiries via phone or email.
• Distribute mail to appropriate people and ensure items for courier service are dealt with.
• Order and maintain office, coffee, and kitchen supplies and keep reception and kitchen areas tidy.
• Manage meeting room bookings and order/setup and take down catering lunches.
• Oversee maintenance requests for the building.
• Occasional travel arrangements booking flights, accommodations, and ground transportation.
• Provide support, track tasks, ensure deadlines are met, and take appropriate timely action.

Prerequisites

Education

• High School Diploma
• Post-secondary diploma in Office Administration from a recognized program or relevant front desk experience

Experience

• 2+ years' office administration experience
• Proficiency with the Microsoft Office suite of programs and PDF software

Other

• As a condition of employment, employees are required upon hire to sign a Drug-Free Workplace Agreement, a Conflict of Interest Agreement, and Confidentiality and Invention Agreement.

Core Qualifications

• Ability to maintain confidentiality and interact professionally with all levels of staff and management as well as external clients
• Ability to work independently and as a contributing member in a flexible team environment
• Tact, diplomacy, and awareness of sensitive or confidential information

• Strong verbal and written communication and interpersonal skills

• Excellent organizational, time management, and problem solving skills
• Ability to anticipate needs and take initiative for timely, efficient support of team projects
• Ability to meet objectives while working in a fast-paced environment with frequent interruptions and adjustments to priorities throughout the day
• Ability to work on multiple projects simultaneously and prioritize according to strict deadlines
• Eye for detail and attention to accuracy
• Positive attitude

• Willingness to learn new skills, systems, programs, and procedures

• Strong command of the English language

Relationships

Internal

Interdepartmental:

• Works in a team environment
• Interacts professionally with all levels of staff and management
• Required to attend meetings and liaise with direct supervisor and co-workers
• Answers inquiries and explains processes
• Requests information
• Completes documentation for internal stakeholders

External

• Interacts professionally with all external parties

Authority

• Makes independent decisions within the scope of the position
• Direct supervisor is readily available for assistance and guidance

Work Environment

Specific Work Conditions

• Work is performed in an office setting with usual weekday office hours
• Requires the ability to deal with a diversity of people when responding to interdepartmental inquiries
• Coping with frequent interruption and changing priorities

Physical Requirements

• Requires ability to sit at a workstation for extended periods using a computer, reading manuals, etc…
• Occasional ability to lift, carry, and put away file boxes weighing up to 25 lbs
• Occasional ability to stand for extended periods for faxing, scanning, and photocopying
• Manual dexterity for data input, paperwork and use of standard office equipment

Performance Measures

Time Management

• Undertakes effective daily planning and completes tasks on time
• Maintains a professional attitude under time constraints and changing priorities

Accuracy

• The outcome of work is neat, complete, accurate, and error free
• Approaches work methodically and with precision
• Consistently monitors the accuracy of work
• Contacts appropriate departments and personnel in order to resolve discrepancies
• Work processes are monitored and evaluated and new work procedures are developed if necessary

Communication Skills

• Appropriately safeguards confidential information
• Communicates effectively and diplomatically with diverse individuals
• Communicates clearly with internal and external clients
• Ensures the flow of information in all necessary directions at the right time
• Reads, interprets, and utilizes complex materials

Quantity and Quality of Work

• Consistently produces error free work within appropriate timeframe
• Gathers information and makes independent decisions within the scope of the position

The duties and responsibilities outlined in this document are not meant to be an exhaustive list but rather an overview of the job. The employee is responsible for completing all duties necessary to help fulfill departmental goals.