Receptionist/Office Admin Jobs

We are seeking a dedicated and organized Construction Receptionist/Office Administrator for construction company in Vaughan. The ideal candidate will play a crucial role in maintaining the efficiency and professionalism of construction office. This role requires exceptional communication skills, attention to detail, and the ability to manage a variety of tasks simultaneously. The Construction Receptionist/Office Administrator will serve as the primary point of contact for visitors, clients, and employees, and will provide essential administrative support to ensure the smooth operation of our construction projects.

Responsibilities:

Provide administrative support including coordinating incoming and outgoing mail and couriers,

sending and receiving general office correspondence, preparing and assembling documents and

assisting with the administration of all office functions that are assigned

Provide coverage of the reception desk area

Receive and greet visitors to the office

Maintain the general filing system and file all correspondence, as required

Maintain office equipment and troubleshoot any issues (e.g., photocopier, printer etc.)

Provide administrative and clerical support to Senior Executives and all project staff

Ensure a clean and professional appearance of all areas of the office

Maintain a suitable inventory of all appropriate office and kitchen supplies

General office upkeep including maintaining the kitchen, boardroom and other areas of the office

Assist with organizing meetings and/or trainings, as well as social events

Update and maintain company contact list

Develop strong relationships with employees and the HSE team

Create and maintain templates for forms, letters, tracking spreadsheets, etc.

Assists with organizing meetings and/or trainings, including arranging for catering, locations, and

distribution of information

Provides accurate Word, Excel, and PowerPoint support by composing and/or editing a variety of

documents

Other duties as required

The ideal candidate will have the following qualifications:

Administrative/Reception experience in the Construction IndustryExcellent analytical, interpersonal and presentation skills;

Creative problem solving skills;

Demonstrate flexibility and ability to work in a fast-paced environment

Ability to create and manage the document control process for a project

Strong planning, organizational, and time management skills to work and keep production and

delivery on time as per schedule

Establish and maintain effective relationships with key stakeholders and decision makers

Quick on your feet, forward thinker, great planner and able to make decisions without a lot of

details

Working knowledge of Requests for Proposals, Requests for Qualifications and Requests for

Information, along with Requests for Tenders

Working knowledge to create and develop persuasive proposal content that is technically correct

and in alignment with the proposal strategy;

Ability to create and edit corporate resumes to be included in the proposal;

Ability to provide editorial skills and ensure all content is well-written, persuasive and technically

accurate

Prepare and print proposal documents for the entire team as required

Ability to update and maintain our website is a definite asset

Knowledgeable in computers (Internet, Emails, PowerPoint, Excel, Word, Typing)