Administrative Assistant - Proposal Coordinator

Join a top employer and advance your career. Aplin has partnered with a south Edmonton-based company to hire an Administrative Assistant to join their team for a 3-month contract with the potential for permanency. This position requires someone who is highly organized, detail-oriented and possesses excellent communication and administrative skills.

Responsibilities

• General Administrative Support: Provide assistance to various departments with administrative tasks, including data entry, filing, photocopying, scanning, and maintaining office supplies.
• Mail Management: Sort and distribute incoming mail and packages to the appropriate recipients. Prepare outgoing mail and packages, including proper packaging and labeling.
• Document Management: Maintain electronic and physical filing systems, ensuring documents are properly labeled, organized, and easily accessible. Update and revise documents as necessary.
• Courier Management: Coordinate incoming and outgoing couriers, ensuring accurate documentation and timely delivery. Track courier expenses and maintain records for billing purposes.
• Reception Duties: Provide a warm and professional welcome to visitors and clients, ensuring a positive first impression. Manage the reception area, including receiving guests, signing them in, and notifying staff of their arrival.
• Switchboard Operations: Efficiently manage and operate the office switchboard (40 employees), handling incoming calls, transferring calls to the appropriate staff members, and taking accurate messages when necessary.
• Proposal Administration: Support the proposal process by assisting with document formatting, proofreading, and assembling proposal materials. Collaborate with various teams to gather necessary information and ensure timely submission.
• Calendar Management: Assist with scheduling appointments, meetings, and conference calls. Ensure all relevant parties are notified of changes or cancellations in a timely manner.

Qualifications

• Proven experience as an administrative assistant or similar role, preferably in a professional office environment.
• Excellent verbal and written communication skills.
• Positive attitude with a focus on providing excellent customer service
• Proficiency in using MS Office suite (Word, Excel, Outlook, PowerPoint).
• Knowledge of proposal administration and document management systems is an asset.

Aplin, one of Canada’s Best Managed Companies, is an employment agency that finds top talent for exceptional organizations across North America. There are no fees to apply to our jobs or engage with our recruiters to find a new career. Companies hire us to help them grow their teams. Visit our website to learn more: www.aplin.com