Administrative Assistant - Ottawa, Canada - SNC-Lavalin

SNC-Lavalin

Verified Company

Ottawa, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Why join us?
SNC-Lavalin provides cutting-edge engineering, procurement, construction and financing solutions to projects in more than 100 countries around the world.

From the Canadian Arctic to the Southern African region and Australasia, our multicultural workforce is driven by a fierce pride in their work and a pioneering vision.

SNC-Lavalin is truly a global leader in its field and has been chosen to design and build some of the most prestigious projects in the world.

Provide administrative and clerical support tasks as follows: booking travel, meetings, conference attendance, preparing meeting minutes, preparing expense reports, coordinating team events, presentations, ordering specific supplies etc.

How will you contribute to the team?

Key contact for Corporate Admin updates and events.
Log and track IT requests and maintain IT inventory records.
Assist and Support with Employee onboarding processes.
Manage Employee Calendar updates (vacation schedules).
Assist in Document Control Administration on projects by following corporate document control policies.
Open proposal numbers and assist with production of proposals when required.
Use computer word processing and spreadsheet software to prepare reports, memos, and documents.
Sort incoming mail and courier deliveries for distribution.
Prepare and send outgoing mail and courier parcels.
Maintain contact lists.
Purchase, receive and store the office supplies ensuring that basic supplies are always available.
Code and file material according to the established procedures.
Provide secretarial and administrative support to management and other staff.
Record and prepare meeting minutes when requested.
Make travel, meeting (boardroom booking, ordering lunches, etc.) and other arrangements for staff.
Assist in social committee activities within the business unit.
Assist in health, safety and environment initiatives within the business unit.
Use computer software including Excel and PM+ for cost control purposes.
Code and file financial material according to established records management procedures.
Follow up on incoming and outgoing invoices.
Process invoices, code and obtain signatures, file and keep log of invoices.
Process accounts payable ensuring timeliness and accuracy of information.
Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup.
Assist with financial reporting on a daily, weekly, monthly, quarterly and yearly basis.
Work with project/proposal managers to prepare simple proposals.
Code and file proposal information according to established records management procedure.
Data entry and filing.
Other duties as assigned.

What will you contribute?

Great verbal and written English communication skills.
Team Player with a can do attitude.
Plans, coordinates, and follows up effectively.
Effectively uses resources available.
Takes ownership of problems and takes appropriate action to resolve them.
Flexible, welcomes ideas and seeks feedback for the purpose of improving performance.
Shares information freely and informs others in a timely basis.
Willingness to learn and take on new initiatives.
Suggests ways to improve the quality of the team's output.
Makes the necessary effort to meet the needs of internal and external clients.
Minimum 5+ years in a similar role required as administration support.
Strong English written and communication skills required.
Being functionally bilingual (French) is an asset.
Strong organizational skills with excellent attention to detail.
Advanced level proficiency in Microsoft Word, Excel and Power Point is required.
Must possess ability to multitask in a fastpaced, dynamic team environment.
Flexibility to accept new job responsibilities.
A combination of experience and education may also be considered.

Safety aspects - This role is not exposed to any high-risk work but the incumbent is expected to follow Company Policy relative to all matters pertaining to safety in an office environment.

Environmental aspects - This role has no Significant Environmental Aspects associated with it but the incumbent is expected to follow Company Policy relative to all matters pertaining to the environment.

What we offer at SNC-Lavalin:

At SNC-Lavalin, you will enjoy competitive compensation, a safe and healthy work environment, and a full range of benefits (ie: group insurance, retirement savings plan, share purchase plan, continuing education program, etc.).

-
_

The masculine gender is used only to simplify the wording._

Appropriate accommodations will be provided upon request throughout the recruitment and hiring process as required by Company policy and the Accessibility for Ontarians with Disabilities Act (AODA).

Successful applicants will be notified about SNC-Lavalin's accommodation policies at the time the employment offer is extended, and the information wi