Senior Administrative Assistant - Eastern Canada

Requisition ID: 168904

Job Level: Mid Level

Home District/Group: Eastern Canada District

Department: Administration

Market: Corporate Home Office

Employment Type: Full Time

Position Overview

As a Sr. Administrative Assistant, you will provide clerical and administrative support to management, customers, and Kiewit staff.

District Overview

Eastern Canada District's projects include highways, bridges, mass transit, mine site development & open pit operations, hydroelectric powerhouses, wind-power plants, dams & industrial. They serve the construction and mining industries and operates in Eastern Canada.

Location

This position is based in Oakville.

Responsibilities

• Responsible for maintaining company vehicle registrations and licenses.
• Designing filing systems.
• Conference room schedule coordination
• Controlling office correspondence including regular mail, parcel pick-up and delivery, and overnight mail service.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Maintains office operations by organizing office procedures.
• Security procedure (daily office open and close, alarm system, oversee office key card and parking pass distribution)
• Office-related invoice processing
• Contributes to team effort by accomplishing related results as needed.
• Receptionist responsibilities at the office’s front desk.
• Coordinating, reviewing, and approving office supply requisitions.
• Maintains office efficiency by planning and implementing office systems, layouts, equipment procurement, and leases.
• Assist with proposal development and proofreading.
• Management of all office vendor relationships/purchases/repairs: fax/copy machine, phone system, cleaning service, etc. Ensure cost effectiveness of the same. Research services and propose cost-effective solutions as needed.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of office records.
• Keeps executive management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Responsible for performing administrative and clerical duties with and for executive-level management

Qualifications

• Supply management and inventory control
• Excellent customer service skills and attitude
• Professional phone manner
• Organizational skills
• Promoting process improvement
• Proven abilities around
• Must be highly proficient in Microsoft Word and Excel
• Attention to detail
• Tracking budget expenses
• Reporting skills
• Developing standards
• 5+ years of office management or senior level administrative services experience preferred.

Other Requirements:

• Work productively and meet deadlines timely
• Regular, reliable attendance
• Work during normal operating hours to organize and complete work within given deadlines.
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.

We offer our fulltime staff employees a comprehensive benefits package that’s among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.

We believe in equal opportunity in employment practices without discrimination and comply with all laws regarding human rights in the provinces where we operate.