Office Administrative Assistant Jobs

Brossard, Quebec

BUILD YOUR CAREER AT BLACK & MCDONALD

Black & McDonald is an integrated, multi‑trade service provider that safely delivers high quality construction, facilities management, and technical solutions. We are a family-owned and family-run company that employs over 6000 highly skilled and talented professionals across North America. With nearly 100 years of diverse market experience, we are a forward‑thinking organization with a strong track record of delivering operational excellence and customer-focused solutions that stand the test of time.

Black & McDonald recognizes the value of diversity and is committed to fostering an inclusive work environment that respects people’s dignity, ideas, and beliefs and one that supports a corporate culture that welcomes and encourages equal opportunity for all current and prospective employees, contractors, customers, vendors, and other applicable parties.

Black & McDonald offers internal and external training and development programs to its employees at all levels. Black & McDonald encourages and supports its employees towards a stimulating career.

About This Career Opportunity

Reporting directly to the Executive Assistant, and based out of the Brossard office, the Office Administrative Assistant will perform a variety of administrative duties that are key to the successful operation of the administrative office, and in support of the efficient functioning of Black & McDonald’s Quebec Operation. The Office Administrative Assistant greets visitors, answers and transfers phone calls, schedules courier items, and serves as a communication conduit between the public and employees.

DUTIES And RESPONSIBILITIES

This position will appeal to a person who enjoys working with people in an office environment. This position requires flexibility to complete varying tasks while maintaining a focused customer service orientation, coupled with detail orientation that presents in the form of a high level of accuracy and efficiency. Duties include, but are not limited, to the following:

General Office Administrative Support

• Maintain employee access cards for building security
• Assist with the preparation of various reports, presentations, and newsletters
• Manage general administrative duties and prioritize relevant tasks, including photocopying, binding, compiling binders, data entry, archiving and filing of business documents
• Assist with the coordination of internal meetings and events
• Ensure office equipment is maintained and printer service arranged when required
• Coordinate Bonding and Insurance requirements for Regional proposals and projects
• Assist with planning and organizing staff events such as the Christmas Reception and Summer BBQ; including database management; creating invitations; verifying information; and maintaining response lists, organizing catering, and venue bookings.
• Order stationary, office & print supplies, and equipment; controlling stock for supply room and photocopiers
• Schedule courier items in a timely manner and create accurate waybills, distribute incoming mail and address outgoing mail while recognizing and respecting the confidential nature of all documents
• Maintain site boardroom and lunchroom to ensure it is kept tidy and fully stocked of supplies

Project Administrative Support

• Assists the Construction Division with administrative various duties such as customer surveys, Request For Proposal submission support, safety manual and organization chart updates

Stakeholder Management

• Conduct Customer Surveys for Region
• Answer and transfer calls, while ensuring prompt and courteous customer service

Human Resource and Safety Administrative Support

• Record safety training information in BambooHR and maintain to ensure records are kept current
• Work closely with Black & McDonald Safety Advisor to keep a monthly safety report, including counting and recording all site inspections, hazard assessments, toolbox and safety meetings, incidents, project safety plans and safety training
• Support Regional Human Resources with entering new employee information in HR Information System (BambooHR)

EDUCATION And SKILL REQUIREMENTS

• Strong level computer skills including MS Excel, MS Word, PowerPoint, Outlook, Visio and Adobe
• Strong attention to detail in all areas of work
• Effective verbal and written communication and the ability to clearly and effectively relate to managers, customers and co-workers
• Minimum of 2 years of administrative experience in an office setting.
• Post-secondary education in office administration or equivalent experience.
• Strong verbal and written communication skills in French & English
• Excellent time management skills with the ability to multitask and meet changing priorities
• Ability to take initiative and work independently
• Exceptional organizational skills

Competancy Requirements

• Values and Respects Others (encourages and supports diversity)
• Holds Self and Others Accountable (take personal responsibility to meet commitments)
• Teamwork and Collaboration (work cooperatively and collaboratively with others)
• Communicates Effectively (verbally and in writing)
• Customer Focus (understand the needs and perspectives of both internal and external customers)