Job Description
About Us:Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 55 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of 300+ talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees’ growth and development, and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.The Role:The Administrative Assistant will ensure efficient and timely day-to-day operation of the office and provide administrative support. Working under the supervision of the Branch Manager or the designated supervisor(s), the Administrative Assistant will perform a variety of administrative and office support activities. Extensive software skills are required, as well as internet research abilities and strong communication skills.Duties and Responsibilities:Administrative Assistant performs a wide range of duties including some or all of the following:Office AdministrationAdvanced capabilities in MS Word, Excel, Outlook, Teams, and database software.Creates new project set up process for Project Managers.Covers reception lunch break and carries out reception tasks in that time frame. (Helps with deposit for the day, setting up couriers, etc.).Proposal Coordination – Understands languages and references and can proof-read proposals.Searches for information on the company ERP system (familiar with Deltek and Newforma).Provides ad hoc support when issues come up i.e., coffee machine or printer/photocopier has issues.Forwards incoming general e-mails to the appropriate staff member.Purchases, receives, and stores the office supplies ensuring basic supplies are always available.Codes and files documents according to the established procedures using Newforma.Updates and ensures the accuracy of the organization's database as directed.Liaises with administrative staff in other branch offices of the company.Provides administrative support to management and other staff.Performs month end duties as required (3 Month projections, following up with Project Managers, ensuring all information is up to date).All other tasks required for the smooth and efficient running of the office. For example, assist with invoice follow ups, plan, and organize office events.Reception/Vacation cover (Head Office)Answers general phone inquiries in a professional and courteous manner.Directs phone inquiries to the appropriate staff members.Replies to general information requests with accurate information.Greets clients/suppliers/visitors to the organization in a professional and friendly manner.Check the mail.Be available to cover absences of fellow Administrative Assistants at other A&M offices.Skills and Qualifications:High School Diploma/Post-secondary education in business, computers, or office management.1-3 years’ experience in an office setting.Proficient in the use of Microsoft Office 365.Proficiency in Adobe InDesign & Gantt Charts is an asset.Ability to be Independent and take initiative to learn the office dynamic and offer support.Highly organized, detail oriented, and has management characteristics.Ability to work well under pressure, plan, prioritize and multi-task.Strong analytical abilities.Excellent communication skills (oral and written).Benefits and Rewards:Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTDEducation assistance programMonthly health & fitness allowanceGroup RRSP program & employer matching.Flexible working arrangementsEqual opportunities for career growth and advancement within the organizationFun social, team building events and professional development activities.A Culture that supports learning, collaboration, and work-life balanceAplin Martin is committed to fostering a supportive, diverse, and inclusive work environment where all employees feel valued, respected, and empowered to bring their authentic sleeves to work. We actively encourage applications from candidates of all backgrounds and identities. If you have any questions about accessibility or require any assistance during the hiring process, please reach out at .Aplin Martin is an equal opportunity employer and welcomes applications from candidates of all backgrounds. We thank all applicants for their interest, but only those selected for an interview will be contacted.Powered by JazzHRAplin Martin
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