Location
Kingston, ON | Canada
Job description
WSP is currently seeking an Office Administrator to work in our Kingston, Ontario office. This is a full time, permanent position. Reporting to the Senior Manager, the Office Administrator will support the project managers, engineers, and technicians in the office on a daily basis.
RESPONSIBILITIES - Reception duties which includes answering phone calls, greeting visitors, handling incoming and outgoing mail, couriers, etc.;
- General office administration and office management duties including ordering supplies, ensuring supplies are stocked, etc,
- Willing to be a member of the Health and Safety Committee. Ensure the H&S board is up to date, help with office inspections, ensure First Aiders and Fire Wardens are on site. Maintain Emergency Contact List, other tasks as assigned by the committee.
- Maintain Specifications software and database and edit specs as required by office staff.
- Help with travel reservations as required
- Type, format, and prepare documents including proposals, reports, contracts and letters;
- Review and incorporate revisions to documents as necessary;
- Perform research for proposals and reports;
- Assist in the administration of contract-based documentation such as addenda, bids requests, certificates for payment, change orders, and certificates of substantial performance;
- Prepare project documentation (e.g. project opening forms, budget updates, etc.) and liaise with Project Managers and Accounting departments, as appropriate to facilitate project start-up and revisions;
- Using our project management opportunity tracking system to open projects and input opportunities
- Occasionally attend & prepare minutes for meetings;
- Ensure regular (annual, quarterly, etc.) updates to core documentation (e.g. Curriculum Vitae), track and manage team documentation (e.g. protocols, digital resources) are undertaken efficiently to assist in productivity and office performance;
- Provide administrative support to other project teams and business units as required;
- Maintain & catalogue technical library materials;
- Other duties as assigned.
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QUALIFICATIONS - College degree in Administration, or equivalent training or experience is required;
- College or university degree in an environmental field is as asset;
- 3 to 5 years relevant experience as an Administrative Assistant in a medium sized company to a relatively large company (500 employees or more);
- High degree of proficiency on computer software applications (Word, Excel, PowerPoint) are critical to success in this position;
- Competencies Adobe Acrobat will be considered an asset;
- Suitable candidates will have demonstrated good initiative;
- Attention to detail is critical;
- Ability to adapt to changing prioritize and needs;
- Strong time management skills and ability to follow-through to completion;
- Ability to work in a team environment;
- Excellent verbal and written communication skills.
WSP is one of the world's leading professional services firms. Our purpose is to future proof our cities and environments.
We have over 65,000 team members across the globe. In Canada, our 12,000+ people are involved in everything from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transportation networks, from finding new ways to extract essential resources to developing renewable power sources for the future.
At
WSP :
- We value our people and our reputation
- We are locally dedicated with international scale
- We are future focused and challenge the status quo
- We foster collaboration in everything we do
- We have an empowering culture and hold ourselves accountable
Please Note:
Health and Safety is a core paramount value of WSP. Given the importance of keeping one another safe it is expected that you comply with our Health, Safety & Environment (HSE) policy at all times as well as client HSE policies when working at client locations.
Offers of employment for safety-sensitive positions involving fieldwork are contingent upon candidates being able to perform key physical tasks of the job as described in the job posting and interview. This may include the ability to work in a variety of environmental conditions, such as remote or isolated areas, working alone, and in inclement weather (within safe and reasonable limits).
WSP welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
WSP is committed to the principles of employment equity. Only the candidates selected will be contacted.
WSP does not accept unsolicited resumes from agencies. For more information please READ THE FULL POLICY.
Job tags
Salary