Administrative Assistant/Receptionist
Hamilton, ON
At EXP, we’re driven to provide innovative solutions for the world’s built and natural environments. As a team of engineers, architects, designers, scientists, creators, and a community of professionals, we bring diverse and talented people together to solve the world’s most complex challenges. Here, you join a team that leverages differences, harnesses their entrepreneurial spirit in an employee-owned company, that believes diversity is what gives us strength, seeks sustainable results and shares ambitions for each other, our clients, and the communities we are part of and serve. To be a part of EXP means to have your own experience, while staying connected to a global network of professionals, who believe we are a part of something bigger. Together, we are EXP.
Are you ready to design your future?
Be our next Administrative Assistant/Receptionist!
Your work environment at EXP
EXP’s Stoney Creek office is currently seeking an Administrative Assistant/Receptionist to join their team reporting to the Project Managers. Option for 4 or 5 days per week.
What a day at EXP has in store for you
General office administration, e.g. health & safety walkabouts, troubleshooting or arranging printer or misc. office issues, planning/scheduling meetings and gatherings, use problem solving skills to tackle various office issues
Edit, construct and format reports, proposals and other technical documents
Review, prepare, and format proposal documents with associated forms, insurance/WSIB requirements, etc
Compose and distribute meeting notes, routine correspondence, and reports
Assist project managers to prepare invoices, schedule fieldwork, etc
Perform other administrative duties such as data entry, copying, collating, faxing, filing, document retrieval, scheduling coordination of meeting rooms, ordering of lunches for meetings, mailings, information gathering, word processing, transcription and document binding, document scanning
Prepare client reports and proposal documents as requested, including resumes/CVs, specialized tabs for proposals, letters, etc
Provide backup/break coverage for the front office including switchboard/reception and front office and customer service assistance to employees and clients of the office. This includes greeting visitors to the office and handling mail/couriers
Perform standard administrative functions including reception at the front desk
Reception duties include answering telephone calls and arranging shipments, greeting clients, and guests at the reception area
Provide back up support for other admin teams and divisions as necessary
What your experience looks like
Ideal candidate would have at least 1-2 years of experience in detail-orientated administrative support work
Completion of secondary school, with courses in or graduation from an administration program or equivalent experience, ideally in a professional services environment
University or College degree is an asset
Strong people skills, and the ability to work with a wide variety of staff and clients
Must have strong Microsoft Word and Excel skills. Experience in Microsoft PowerPoint and database software would be an asset
Must have strong editing and proofreading ability including grammar and sentence structure
Strong typing speed and accuracy
Knowledge in accounting practice and invoicing is an asset
Excellent communication skills in spoken and written English
Skill in preparing clear and concise reports, procedures, correspondences, and other written materials
Ability to establish and maintain effective working relationships
Ability to multi-task is critical
Must be able to meet deadlines, be well organized, and able to work under pressure
Ability to document existing and new processes
Ability to maintain a filing system and accurate records
Ability to prioritize, organize and perform multiple work assignments simultaneously
Any experience in the engineering or construction industry is an asset
Reception experience is an asset
EXP subscribes to the Workplace Equity Program. Applications from women, members of visible minorities, Indigenous peoples and persons with disabilities are encouraged. Persons with disabilities can obtain accommodation for the selection process by contacting us at the following email address: hrsupport@exp.com.
