Receptionist/Administrative Assistant

Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 57 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 around 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 Receptionist/Administrative Assistant supports the efficient and timely day-to-day operations of the office by providing a broad range of administrative and reception services. Working under the supervision of the Business Group Manager or designated supervisor(s), this role performs a variety of administrative and office support activities, including providing reception coverage. Strong software proficiency, internet research capabilities, and excellent communication skills are essential to succeed in this position.

Duties and Responsibilities

Office Administration (50%)

• Uses computer word processing, spreadsheet, and database software to prepare proposals, reports, memos, and other documents.
• Creates project numbers for Project Managers.
• Follow up & submit Inspection Reports to the City.
• Proposal Coordination –Gathers and utilizes information from different sources. Edits, formats, reviews, and proofreads for accuracy and completeness and liaises with various stakeholders to ensure a timely proposal submission.
• Searches information on the company ERP system.
• 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.
• Updates and ensures the accuracy of the organization's database.
• Backs-up electronic files using proper procedures.
• 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 are required for the smooth and efficient running of the office.

Reception/Vacation cover (50%)

• 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 in-coming mail and coordinate outgoing mail/courier.
• Complete deposit for the day with cheques, EFT’s & taking Visa/MasterCard Payments.
• Be available to cover absences of fellow Administrative Assistants and Receptionists at Surrey Central, Surrey Head office & Vancouver locations.

Qualifications & Skills

• 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.
• Highly organized, detail oriented.
• Ability to work well under pressure, plan, prioritize and multi-task.
• Strong analytical abilities.
• Excellent communication skills (oral and written).

Compensation

The salary range for this position is $50,000 to $60,000 per year, commensurate with experience, skillsets, and qualifications.

Benefits & Rewards

• Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTD
• Education assistance program
• Monthly health & fitness allowance
• Group RRSP program & employer matching
• Flexible working arrangements
• Equal opportunities for career growth and advancement within the organization
• Fun social, team building events and professional development activities
• A Culture that supports learning, collaboration, and work-life balance

Aplin Martin is committed to fostering a supportive, diverse, and inclusive work environment where all employees feel valued, respected, and empowered to bring their authentic selves 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 View email address on ca.snapjobsearch.com.

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.

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