Jobs
>
Kingston

    Administrative Assistant, Facilities Management and Construction Services - Kingston, Canada - City of Kingston

    City of Kingston
    City of Kingston Kingston, Canada

    Found in: Talent CA 2 C2 - 3 weeks ago

    Default job background
    Full time
    Description

    Position Summary

    Reporting to the Director, Facilities Management and Construction Services, the Administrative Assistant assists with ensuring the successful operations of the Department in order to provide citizens, employees, elected officials, and visitors with safe, healthy, and efficiently managed, designed, and constructed facilities in which to carry out civic activities.


    The Administrative Assistant performs general office management duties and is responsible for administrative, technical, and logistical support to the Director, Facilities Management & Construction Services.

    This position ensures the continuing operation of business and assists the Director and Department with personnel matters, meeting logistics, organization, and delegation of requests.

    KEY DUTIES & RESPONSIBILITIES
    Provide administrative and technical support to ensure the efficient flow of information within as well as external to the organization:

    • Draft, review, edit and format correspondence, reports, legal documents, presentations and forms, summaries, and information/statistical/financial reports ensuring the quality of all outgoing material meets corporate standards and/or policies
    • Conducts research with minimal direction to assist the Director with respect to new initiatives
    • Drafts and distributes agendas, attends meetings and records minutes and action items, ensuring the quality of all outgoing material meets corporate standards and action items are followed up on
    • Attends meetings and records minutes in support of Management Union Labour relations dialogues, maintaining confidentiality
    • Assists with preparing and distributing Project Management Committee documentation and construction project related documentation, attends Project Management Committee meetings and records minutes and action items
    • Ensures relevant documentation and background information is provided for meetings in a timely manner and ensures Director is prepared
    • Composes correspondence from brief oral/written instructions
    • Responsible for maintaining the departmental strategic software (Cascade), Project Management Information Software (Aconex), and Office 365 (Sharepoint)
    • Administrator for Project Management Information Software (Aconex) and Office 365 (Sharepoint)
    • Provide one on one training for Sharepoint navigation to Departmental staff
    • Respond to and support staff with technical issues
    Monitor, review, and prioritize requests to and from the Director, ensuring consistent flow of information moving in an efficient manner:

    • Monitor, review, and prioritize requests to and from Departmental staff to ensure consistent flow of information in an efficient manner
    • Facilitates staff inquiries on department issues, verifying and relaying information, such as budget timing, ensuring confidentiality
    • Ensure efficient flow of information by scheduling meetings and responding to inquiries (internal and public/external)
    • Reviews internal documents submitted to the department for completeness and accessibility standards prior to providing to the Director and follows up on incomplete documentation
    • Track time and attendance for staff and ensure accurate information is inputted to HRMS and on Departmental calendar and reconciled
    • Acts as a department resource on programs and services, advising other staff within and outside the department on procedural matters to support consistency across the organization
    Arranges meetings to support the efficient operations of the Director and Department:

    • Organize team building and team recognition exercises including regularly scheduled (quarterly and monthly) staff meetings for the Department
    • Organize internal and external training and development for the Department
    • Schedules and coordinates in person and virtual meetings across the Department, Corporation and external boards, agencies, and associations
    • Maintains appointment schedules for the Director and Managers
    • Advises other staff within and outside the department on how to apply standard procedures
    Maintain administrative, project and personnel files, including time and attendance tracking:

    • Organizes and maintains paper and electronic records/files/manuals
    • Maintain confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols to ensure files and records are easy to access and organized
    • Manage, maintain, and update enterprise resources including templates, forms, data, files, assistive technology, etc.
    • Manage, maintain, and update departmental Sharepoint site

    Other duties as assigned:

    • Provide backup to other departmental staff and Administrative Assistants (i.e., vacation, sick leave, etc.) to ensure administrative continuity

    Qualifications, Competencies


    College Diploma in Business Administration, Office Administration, or a related field

    University Degree preferred

    3-5 years recent and related experience as a confidential Administrative Assistant, preferably in a municipal setting

    Experience or education in Legal Administration would be an asset

    Administrator certifications in Project Management Information Software (Aconex), Asset Management Software (Asset Planner), MS Office/Office 365 preferred

    Must demonstrate corporate competencies:
    Customer Focus, Results Orientation, Integrity, and Teamwork

    Skills, Abilities, Work Demands


    Advanced proficiency in Microsoft Office 365 and Adobe Suite, including mail merging, document templating and calendar management

    Advanced level computer and technology skills

    Excellent interpersonal, collaborative and customer service skills with ability to maintain confidentiality

    Budgetary skills

    Basic understanding of facilities management, building renovations and new construction projects preferred

    Proficiency in Financial Management Systems preferred

    Proficiency in Project Management Information Systems and/or Database Systems preferred

    Working knowledge of Web Content Accessibility Guidelines and ability to produce accessible documents as it relates to digital content and best practices for formatting source documents for interaction with assistive technology preferred

    Strong organizational skills with ability to manage multiple tasks

    Excellent and highly professional oral and written communication skills with an understanding of accessible formats

    Required to obtain and maintain a satisfactory criminal record check including a vulnerable sector search

    Valid driver's license and ability to operate City owned vehicle
  • Environmentall Contracting Services Inc.

    General Manager

    Found in: Appcast CA C2 A - 13 hours ago

    Environmentall Contracting Services Inc. Kingston, Canada

    General Manager (GM) · With over 15 years in business, Environmentall Contracting Services Inc is looking to expand their leadership and bring in a General Manager ("GM") to lead and grow a team of over 50 employees. We relate success directly to the strength of our team. ) · To ...

  • Black & McDonald Limited

    Project Coordinator

    Found in: Jooble CA O C2 - 5 days ago

    Black & McDonald Limited Kingston, ON, Canada

    BUILD YOUR CAREER AT BLACK & MCDONALD · Black & McDonald is an integrated, multi‐trade service provider that safely delivers high quality construction, facilities management, and technical solutions. With over 100 years of diverse market experience, we are a forward‐thinking org ...

  • Black & McDonald Limited

    MECHANICAL PROJECT COORDINATOR

    Found in: Jooble CA O C2 - 5 days ago

    Black & McDonald Limited Kingston, ON, Canada

    BUILD YOUR CAREER AT BLACK & MCDONALD · Black & McDonald is an integrated, multi‐trade service provider that safely delivers high quality construction, facilities management, and technical solutions. We are a family-owned and family-run company that employs thousands of highly s ...

  • Fashion Institute of Design & Merchandising

    Senior Health Planner

    Found in: Jooble CA O C2 - 5 days ago

    Fashion Institute of Design & Merchandising Kingston, ON, Canada

    At HDR, we specialize in engineering, architecture, environmental and construction services. While we are most well-known for adding beauty and structure to communities through high-performance buildings and smart infrastructure, we provide much more than that. We create an unsha ...

  • Queen's University

    Director - Corporate Policy

    Found in: Jooble CA O C2 - 5 days ago

    Queen's University Kingston, ON, Canada

    Administrative Management · Department or Area: Four Direction Aboriginal CTR · Kingston, Ontario, Canada (On-site) · com, or can apply through the BIPOC Executive Search mobile app. · COVID 19 On-Campus Requirements · Prior to May 1, 2022, the University required all studen ...

  • Foundation Building Materials

    Inside Sales

    Found in: Jooble CA O C2 - 3 hours ago

    Foundation Building Materials Kingston, ON, Canada

    123 Resource Rd, Kingston, ON K7P 0K1, Canada Req #513 · Thursday, March 28, 2024 · Foundation Building Materials (FBM) is a leading North American distributor of building materials focused on meeting and exceeding the needs of local construction trades with best-in-class produ ...

  • City of Kingston

    Project Manager, Construction

    Found in: Talent CA 2 C2 - 3 days ago

    City of Kingston Kingston, Canada Full time

    Opening Statement · The City of Kingston is grateful to experience the traditional territories of Anishinabek (Ah- nish-in-ah-bay), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen · dat). Kingston is a smart, livable city in the heart of eastern Ontario. Its stable ...

  • Queen's University

    Director, Four Directions Indigenous Student Centre

    Found in: Jooble CA O C2 - 5 days ago

    Queen's University Kingston, ON, Canada

    Competition Number: J · Position Number (Final) : · Employee Group: Managerial & Professional · Job Category: Administrative Management · Department or Area: Four Direction Aboriginal CTR · Location: Kingston, Ontario, Canada (On-site) · APPLICATION INSTRUCTIONS: All intere ...

  • NPA WorldWide

    Project Manager

    Found in: Talent CA C2 - 1 day ago

    NPA WorldWide Kingston, Canada Full time/Direct Hire

    Job description: · Project Manager (Construction Design) Kingston, ON · Our client, a reputable building services professional engineering firm, is on the hunt for a knowledgeable and driven Mechanical or Electrical Project Manager. The candidate will have the opportunity to man ...

  • MGR Workforce

    Construction Handyman

    Found in: Talent CA C2 - 3 days ago

    MGR Workforce Kingston, Canada

    Job Title: Construction Handyman · Location: Bath, ON · Shift: 730am-430pm · Salary: $26 per hour · **$150 signing bonus** · Are you a skilled and reliable handyman looking for work? We're seeking a competent individual to join our team and assist with various pre construction ma ...

  • Tomlinson Group of Companies

    Construction Coordinator

    Found in: Talent CA C2 - 4 hours ago

    Tomlinson Group of Companies Kingston, Canada

    Founded in 1952, Tomlinson is a family owned and operated business that has grown from a one single-axle dump truck to Eastern Canada's leader in environmental, construction and transportation infrastructure services. · R.W. Tomlinson is seeking to hire a student from May to A ...

  • MGR Workforce

    Service Handyman

    Found in: Talent CA C2 - 4 days ago

    MGR Workforce Kingston, Canada

    Job Title: HandymanLocation: Bath, ONShift: 730am-430pmSalary: $26 per hour · Are you a skilled and reliable handyman looking for work? We're seeking a competent individual to join our team and assist with various pre construction maintenance WARRANTY tasks. · Responsibilities:Pe ...

  • Taggart Group of Companies

    Foreman - Sewer & Water

    Found in: Talent CA C2 - 16 hours ago

    Taggart Group of Companies Kingston, Canada Full time

    Job Title: Foreman · Reports to: Superintendent · Company: Taggart Construction Limited · Location: Various sites in Kingston, Ontario · Date Prepared: March , · Work Description · The Foreman, responsible for overseeing construction projects and teams, must possess prior experi ...

  • Ainley Group

    Project Manager – Municipal Engineering

    Found in: Talent CA C2 - 3 days ago

    Ainley Group Kingston, Canada

    Position Description · Ainley Group is currently seeking a Municipal Project Manager / Engineer to join our Belleville, Kingston or Ottawa office. As a successful candidate, you will use your management and technical abilities to plan and deliver all aspects of municipal infrast ...

  • Ainley Group

    Project Manager – Water/Wastewater

    Found in: Talent CA C2 - 3 days ago

    Ainley Group Kingston, Canada

    Position Description · Ainley Group is currently seeking a Water/Wastewater Project Manager to join our Belleville, Kingston or Ottawa office. As a successful candidate, you will use your management and technical abilities to plan and deliver all aspects of water and wastewater ...

  • Tomlinson Group of Companies

    Estimator

    Found in: Talent CA C2 - 16 hours ago

    Tomlinson Group of Companies Kingston, Canada

    Tomlinson is a leader in transportation infrastructure development. We are looking for an Estimator to join our team in Kingston, ON. The Estimator will prepare lump sum, unit rate and cost-plus estimates for a broad range of projects. They will liaise with customers, clients, s ...

  • City of Kingston

    Building & Plumbing Inspector - Mechanical

    Found in: Talent CA 2 C2 - 3 days ago

    City of Kingston Kingston, Canada Full time

    Opening Statement · We acknowledge that the City of Kingston is situated on traditional Anishinabek (Ah- nish-in-ah-bay), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen · dat) territory and is the home of many Indigenous peoples. We are grateful to reside and work ...

  • City of Kingston

    Project Manager, Construction

    Found in: beBee S2 CA - 2 days ago

    City of Kingston Kingston, Canada Full time

    Position Summary · Under the direction of the Manager, Facilities Construction Services, the Project Manager, Construction provides expertise and leadership for coordinating all aspects of the design, permitting and construction of facility capital projects. · The Project Manage ...

  • McIntosh Perry

    Senior Electrical Engineer

    Found in: Talent CA C2 - 16 hours ago

    McIntosh Perry Kingston, Canada Full time

    DUTIES AND RESPONSIBILITIES · Acting as a Senior Electrical Engineer for MTO and Municipal preliminary and detail design electrical transportation projects; · Preparing preliminary and detailed design projects as part of both small and large scale multi-disciplinary projects for ...

  • Tomlinson Group of Companies

    Pipelayer

    Found in: Talent CA C2 - 4 days ago

    Tomlinson Group of Companies Kingston, Canada

    Tomlinson is Eastern Canada's leader in environmental, construction and transportation infrastructure services. Our Sewer and Watermain division is currently seeking to hire Pipelayers to join their team. This position provides full-time hours and working from Monday to Friday, f ...