Office Administrator

Location

Ottawa, ON | Canada

Job description

Are you a dynamic leader with a knack for fostering an effective office culture? Do you excel in both administrative operations and relationship-building, whether with internal project teams or external stakeholders? We're seeking a proactive problem-solver who can seamlessly manage office logistics and provide essential support to our project and marketing teams, while elevating the overall experience for our staff and clients. If you're ready to make a meaningful impact in a fast-paced, collaborative environment, we want you on our team. Join us and be a driving force behind the success of our Ottawa office, adding value every step of the way. 

Your opportunity

We are currently seeking motivated candidates for the position of Office Administrator in our Ottawa, Ontario office. This is a hybrid position, working in-office a minimum of three days per week .

As a valuable member of the Offices national resource team, you will have the opportunity to showcase your organizational, communication, and financial skills in a fast-paced professional office environment. Your ability to create strong working relationships will elevate your and the company’s collective success. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm.

What your day will look like

• Assist the Office Manager with the day-to-day operation of the office and in creating a work environment and office culture that is productive and promotes employee satisfaction
• Assist the Office Manager with monitoring operating budgets and capital purchases, and the development and execution of annual office business plans
• Deliver new employee orientation and training related to Dillon procedures and systems
• Assist in organizing local office meetings and work-related functions
• Manage the switchboard, mail and couriers, greet visitors
• Complete office services such as office filing and archiving
• Manage the flow and approval of accounts payable invoices and expense claims for staff
• Manage office equipment and supplies, including furniture, copiers, general office supplies, and other amenities
• Format a range of large and small documents using Microsoft Word
• Edit and proofread documents for spelling, grammar, and consistency, and completing overall quality reviews
• Complete document production, including photocopying, scanning, binding, and compiling PDF files
• Complete other administrative duties as required or assigned, and fulfill the variety of tasks necessary to run the office effectively, and service our project and proposal needs

Learning & Development 

• Commit to self-development and ongoing learning and professional development

What you will need to succeed

• A minimum of three (3) to five (5) years of administration-related experience
• A certificate or diploma in an administration-related field of study will be considered an asset

• Advanced skills in Microsoft Word and experience with document formatting
• Proficient in the use of Microsoft Excel
• Excellent attention to detail, a high regard for accuracy, and the ability to provide high-quality outputs
• Professional verbal and written communication skills
• Strong interpersonal skills and a positive “can-do” attitude with the ability to provide an enthusiastic, problem-solving presence in the office
• Ability to prioritize work effectively to meet tight deadlines and changing workload demands
• Ability to work independently and as part of a team
• Understanding of basic accounting principles, terms and financial functions
• Experience using PDF editing software to compile large and complex documents is considered an asset
• Experience in a Professional Services consulting firm is considered an asset

Why choose Dillon

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our core values :

• Reliability: words that result in actions build trust;
• Achievement: do the work to hit the target;
• Continuous development: always learning; always adapting; always growing;
• Creativity: discover new possibilities;
• Courage: do the things that matter, especially when it’s hard;
• Inclusiveness: enabling belonging to draw strength from our differences

In addition, we offer:

• Employee share purchase plan
• Dillon is 100% employee owned and share ownership is open to all full-time regular employees
• A competitive compensation package
• Comprehensive health benefits
• Generous retirement savings plan
• Student loan repayment assistance with matching employer contributions
• Flexible work hours 
• Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs. We are taking a trust-based approach to offer a variety of flexible work options to help balance the competing demands of work and personal life.
• Learning and Development opportunities
• As a knowledge-based business, the organic growth of our knowledge and skills occur through our work performance and roles. The creation and sharing of knowledge allows us to take local knowledge to scale, capture lessons learned through experience, and continuously improve service delivery. The development of self and others is an evident and measured core behaviour within our organization
• We use a composite approach to development including coaching to build the how, mentoring to share lessons, advising to round out perspectives, and co-creation of knowledge through internal learning opportunities
• Focus on Innovation
• The ability to anticipate, examine, and adopt new and innovative solutions is a crucial driver for the continual and progressive advancement of our business performance. In our culture, people are empowered to reflect and question current practices and seek forward looking solutions to today’s problems and tomorrow’s opportunities
• Employee and Family Assistance Program (EFAP)
• A variety of EFAP tools and online resources to support well-being are available to all employees
• Wellness Subsidy
• Our employees can take advantage of wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes and dance classes

About Dillon

Dillon is a proudly Canadian, employee-owned, professional consulting firm specializing in planning, engineering, environmental science and management. We partner with clients to provide committed, collaborative, and inventive solutions to complex, multi-faceted projects. With over 20 offices and more than 1000 employees across Canada, Dillon offers a wide range of services related to building and improving facilities and infrastructure, protecting the environment, and developing communities.

Now operating for over 75 years, we continue to strive for excellence in everything we do. Dillon has been listed as one of Canada’s Best Managed Companies for the past 16 years and has the distinction of having achieved Platinum Club member status in this program.

Employment Equity, Diversity & Inclusion at Dillon

Dillon is committed to the principles of employment equity, inclusiveness, and diversity within our organization. We strive to achieve a workplace where opportunities are based on skills and abilities and that respects and values differences. 

Inclusion is more than a word to us, it is the way we choose to run our business. Please connect with us if you require accommodation in the interview process. We would love to hear from you!

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Salary