Office Administrator

Office Administrator

The Opportunity:

The Office Administrator, under the direction of the Controller, provides general administrative, operational, and project support to ensure the efficient day-to-day functioning of the office and successful coordination of projects. Responsibilities include office administration, meeting and event coordination, document preparation and control, project support, and maintaining effective communication between departments, clients, and vendors. The role also supports company HSE initiatives and assists with the timely completion of project and administrative deliverables as required.

Responsibilities:

• Prepare and maintain meeting agendas, action logs, decision logs, meeting minutes, and supporting documentation.
• Organize and coordinate meetings, client presentations, and Lunch & Learn sessions, including scheduling, room bookings, catering, vendor communication, and presentation setup.
• Manage information flow between departments and respond to inquiries in a timely and professional manner.
• Finalize project closeout documentation and maintain electronic project archives.
• Update and maintain client, vendor, consultant, and inspector contact lists and distribution groups.
• Assist with planning and coordination of corporate events and team functions.
• Answer incoming telephone calls in a prompt, courteous, and professional manner and direct inquiries appropriately.
• Serve as the primary point of contact for building management correspondence including meeting room bookings, access card replacements, elevator bookings, and office maintenance requests.
• Coordinate repairs and maintenance of office equipment and furniture.
• Monitor, organize, and restock office and kitchen supplies to ensure continuous availability.
• Coordinate deliveries of furniture, IT equipment, office supplies, and storage requirements as needed.
• Assist with the preparation of project proposals, schedules, progress reports, presentations, and other project documentation.
• Provide photocopying, scanning, filing, binding, and document preparation support for various departments.
• Work in conjunction with the Safety Coordinator to maintain PPE inventory, safety equipment, and related documentation.
• Maintain cleanliness and organization of meeting rooms, kitchen, staff room, and office storage areas.
• Assist with internal communications and content creation as required.
• Perform other administrative and operational duties as assigned.

Requirements:

· Previous administrative experience is considered an asset

· Self-starter and team player that excels in a dynamic work environment

· Proficient in Microsoft Office products

· Excellent organizational, planning and time management skills

· Strong communication skills: verbal, business writing, electronic communications

Why Grey Owl Engineering?

Our Company is committed to providing an environment where we enable you to engage with our industry leading clients on a variety of capital and operating projects and be a key contributor to the success and growth of the Company. We help you be the best professional you can be in our services and industries.

What we bring to the table:

· Benefits packages which include Medical, Dental and Life/Long-term disability insurance

· Fast-paced, fun and collaborative environment

· A team invested in you both personally and professionally

· Competitive compensation packages

If this feels like a great fit, please forward your resume to View email address on ca.talent.com

We thank all those that apply, however only those considered for an interview will be contacted.