Administrative Assistant - Burnaby, Canada - Lex Engineering Inc
Lex Engineering Inc
Burnaby, Canada
Verified Company
1 week ago
Description
JR. ADMINISTRATIVE ASSISTANTREPORTS TO Vice President, Lex Engineering
REVIEWED
ROLE
The Junior Administrative Assistant will be responsible for a wide variety of administrative duties in support of the Vice President and other senior-level engineers.
management of calendars, dealing with customers, minute-taking at confidential or general safety meetings, drafting sensitive and confidential correspondence, and scheduling meetings and appointments via Outlook and MS Teams.
You will also be instrumental in managing the weekly timesheets, preparing invoices, and processing AR/AP approvals.RESPONSIBILITIES
- Reception duties: Screening incoming calls, receiving visitors, clients or vendors, arranging couriers and accepting incoming mail or packages.
- Support Senior Administrative Assistant in financial accounting: Experience in accounting and with Excel is essential.
- Assist with weekly timesheets, provide for management's review and signoff.
- Aid with invoice payment/submission to customers and obtain approval per company guideline.
- Arrange travel for executives and Project Managers.
- Coordinate Lunch & Learns hosted by various vendors including ordering lunch and taking attendance.
- Processing staff expenses/disbursements and submission to Accounts Payable Department.
- Organizing company events
- Office administration: Liaising with property manager, parking vendor; ordering office and kitchen supplies.
- Updating company website and social media content based on discussions with and directions from management.
- Correspond with IT Department for technical assistance or hardware requests.
- Ensure all documents, such as PO's and invoices, are properly filed (physical or electronic)
- Administrative support for engineering teams and projects (data entry, scanning, setting up projects, minute and note taking, drafting & issuing correspondences).
- Prepare reports, background documentation, and research using intermediate to advanced skills in
- Assist in resolving administrative and office challenges and inquires
- Present a positive and professional image when dealing with all visitors and suppliers.
- Administrative Assistant certificate or diploma from a recognized institution and/or 2 years' of related experience as an administrative assistant
- Strong knowledge of general office procedures, including meeting and travel arrangements, preparing reports, and ordering office supplies
- Ability to organize and prioritize work
- Capable of working in a fastpaced and everchanging environment
- Being a forward thinker, able to think outside the box
- Taking the initiative to suggest improvements for processes.
- Communicate effectively, both verbally and in writing
- Ability to work independently and as member of a team, while maintaining a positive work attitude
- IT savvy: Knowledgeable and proficient use of computers (PC) and computer software programs (Outlook,
- Flexibility to adjust hours of work, when required to meet deadlines
- Maintain a high level of confidentiality
- Be a collaborative and positive influence when dealing with customers and staff
- Attention to detail
- Eligible to work in Canada
Benefits:
- Casual dress
- Company events
- Extended health & dental care
- Disability insurance
- Flexible work hours
- Health & wellness benefit
- Personal days for health and caregiving
- RRSP matching
- Onsite parking
- Close to public transit connections (shuttle to/from Gilmore skytrain station)
- Overtime pay
- 8hour shift
- 40 hours weekly
- Burnaby, BC
Job Types:
Full-time, Permanent
Benefits:
- Casual dress
- Company events
- Disability insurance
- Extended health care
- Onsite parking
- RRSP match
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Burnaby, BC
Education:
- Secondary School (preferred)
Experience:
- Administrative experience (preferred)
- Front desk (preferred)
Work Location:
One location