Administrative Assistant Jobs

Your Employer

Dare to join Englobe

At nearly 3,000 people, Englobe is one of Canada’s premier firms specializing in professional engineering services, environmental sciences, and soil and biomass treatment.

With offices located across Canada, the United Kingdom and France, we are conveniently located to support large- and small-scale projects, through different stages, in many sectors. Offering a range of value-added services that run the gamut from professional consulting services to turnkey project implementation, Englobe has developed a reputation for integrity, credibility, and people-centered values.

When you choose Englobe, you’re choosing a team with a wide range of expertise and a shared concern for the environment and the sustainable development of their communities. At Englobe, the health and safety of our employees is a top priority. We have built a culture of caring and are sincerely committed to diversity and inclusion. In practice, this means we take care of every aspect of the employee experience.

And that’s not all... Taking initiative and seizing opportunities for professional development are encouraged. We believe that great ideas can come from anyone, anywhere! At Englobe, you’ll have the opportunity to grow and excel.

We offer

• A full range of benefits (group insurance with shared costs upon hiring, group RRSP);
• Opportunities for skills development;
• An annual reimbursement of sports expenses;
• A telemedicine virtual healthcare service;

Choose the path of impact. Join us in creating a positive legacy.

Englobe is committed to providing accommodation to, and working with, applicants with disabilities, to meet their needs throughout the recruitment, selection and/or employment process.

Your Contribution

As an Administrative Assistant, you will work in collaboration with the Administrative team

Your main responsibilities will be:

Office Administration

• Direct and problem solve inquiries from staff;
• Support the Atlantic Vice President with various administrative task;
• Phone reception
• Shipping and Receiving of couriers and mail;
• Working with IT to order equipment & assist staff with day to day requests; and
• General site administration tasks including coordinating building maintenance, ordering office supplies and dealing with local vendors;
• Ordering employee clothing and promotional items for trade shows and conferences;
• Coordinate the administration of certain corporate programs under the direction of Human Resources including onboarding and integration;
• Support our internal Health and Safety program for Atlantic; including booking course and, managing employee records;
• Receiving visitors;
• Travel arrangements.
• Coordination of social events and staff luncheons;

Project Administration

• Prepare tender ad, abstracts, recommendation letters, award letters
• Processing shop drawings;
• Specifications (gather files, table of contents, fix file properties, edit, format, print, punch, bind, mech spec) (All submissions, Tender, Construction, Contract Agreement, Addenda).
• Apply and promote Englobe’s health and safety rules
• Preparing construction award documents;
• Attend meetings and produce and distribute meeting minutes;
• Develop project specific templates;
• Small proposal preparation;
• Provide daily project assistance to Project Managers;
• Printing and binding of reports;
• Document preparation such as writing, revising and formatting various documents such as reports, letters, specifications, excel tables, correspondence, meeting minutes etc.;
• Insurance requests;

Your Profile

• Excellent organizational skills, ability to implement and maintain systems of organization;
• Strong problem-solving skills;
• Minimum of 3-year experience in an administrative role in an office environment required;
• Experience working in a similar capacity in a Consulting, Engineering, or Science firm would be an asset;
• Demonstrated sensitivity and consideration for occupational health and safety.
• Ability to meet tight deadlines, prioritize; multi-task and thrive in a fast-paced environment; and
• Post-Secondary degree or diploma in Office Administration, Business Administration is an asset;
• Bilingual would be an asset;
• Skilled with the preparation of PDF reports, including links, bookmarks, and searching tools for easy access;
• Driver’s license required to do local office errands as required; ability to drive a pick-up truck considered an asset;
• Demonstrated sensitivity and consideration for occupational health and safety.
• Exceptional written and oral English communication skills;
• Strong research and writing skills, ability to present information concisely and clearly;
• Proficient with the use of Microsoft Office program features specifically, Word, Excel, PowerPoint and Outlook;