Administrative Assistant

Job Summary
We are seeking 2 highly organized and detail-oriented Administrative Assistants to cover maternity leaves for our busy construction office. This role provides essential support to ensure smooth daily operations, effective communication, and efficient management of administrative tasks. The ideal candidate will possess strong office management skills, excellent communication abilities, and proficiency with various office software. Attention to detail and data entry accuracy are key to being successful in this role.

While this is an 18 month maternity leave coverage, there may be a possibility for extension and/or permanent role for the right candidate.

Responsibilities

• Manage front desk operations, including greeting visitors and handling inquiries with professionalism and courtesy
• Answer and direct multi-line phone systems, ensuring prompt and effective communication
• Perform data entry, filing, and document proofreading to maintain accurate records
• Utilize Microsoft Office Suite and Builder specific software for document creation, editing, and organization
• Schedule crews, manage calendars, and coordinate work efficiently
• Handle correspondence via email and phone support, demonstrating excellent phone etiquette
• Assist with billing and purchasing tasks using Sage and other financial software as needed
• Provide customer service support to clients and visitors, ensuring a positive experience
• Perform clerical duties including typing, organizing files, and supporting team members with various administrative tasks

Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) tools
• Strong organizational skills with the ability to prioritize tasks effectively
• Excellent written and verbal communication skills; bilingual abilities are a plus
• Experience with front desk operations and multi-line phone systems
• Knowledge of Sage 50 or similar billing software preferred
• Office experience including calendar management and data entry
• Demonstrated customer service skills with professional phone etiquette
• High level of computer literacy and familiarity with office equipment
• Attention to detail in data entry with high levels of accuracy
• Ability to handle multiple responsibilities efficiently with good time management skills
• Previous clerical or administrative experience in medical or dental reception is advantageous

This position is ideal for a proactive individual seeking to utilize their administrative expertise in a dynamic office environment during a temporary maternity leave coverage with the potential for extension or retention for the right candidate.

Job Types: Full-time, Fixed term contract
Contract length: 18 months

Pay: $19.00-$25.00 per hour

Expected hours: 40 per week

Benefits:

• Casual dress
• Company events

Work Location: In person