Administration Assistant



Reporting to the Office Services Manager, the Administrative Assistant will work with the Engineering staff to address the Administrative needs of the Vancouver office.  KEY RESPONSIBILITIES * Type, edit, proofread and create documents including reports, engineering specifications, addenda, change orders, contract documents, certificates of payment, letters and other miscellaneous correspondence * Set up new project jobs in system (Microsoft Dynamics, Unanet, and Newforma) and ensure all necessary documents and information are entered accurately * Assist in preparing expense claims through Concur system * Provide administrative support to Senior Management, including project tracking, distribute and update Engineering Manual, National Building Code/Commentaries, and Handbooks * Registration of attendees to conferences/seminars  * Process Engineering registrations/licenses/memberships as required  * Manage and update Structural Library and handle book/publication orders * Maintenance of Administration Manual of Procedures * Assist with event planning and coordination, including some after hour functions * Contribute in improving processes for efficiency * Administrative support and back up Reception when required PROFESSIONAL QUALIFICATIONS  Education: * Post-Secondary certificate/diploma from an administrative assistant program is considered an asset  Experience: * 3 to 5 years of related experience * Familiarity with the professional services environment would be an asset * Strong aptitude with learning different computer programs/systems  Skills: * Intermediate to advanced level skills with Microsoft Word, Excel, PowerPoint and Adobe Acrobat, along with Business Portal, Newforma Project Centre, and Concur would be an asset.   * Working knowledge of database management * Team player with a positive and respectful attitude * Ability to work independently with minimum supervision * Demonstrated effective verbal and written communication skills  * Superior word processing skills that focuses attention on grammar, details and accuracy * Ability to prioritize and multi-task to meet deadlines * Customer service oriented

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