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Administration Assistant

Matchfield

This is a Full-time position in Vancouver, BC posted April 21, 2021.

Reporting to the Office Services Manager, the Administrative Assistant will work with the Engineering staff to address the Administrative needs of the Vancouver office.  KEY RESPONSIBILITIES * Type, edit, proofread and create documents including reports, engineering specifications, addenda, change orders, contract documents, certificates of payment, letters and other miscellaneous correspondence * Set up new project jobs in system (Microsoft Dynamics, Unanet, and Newforma) and ensure all necessary documents and information are entered accurately * Assist in preparing expense claims through Concur system * Provide administrative support to Senior Management, including project tracking, distribute and update Engineering Manual, National Building Code/Commentaries, and Handbooks * Registration of attendees to conferences/seminars  * Process Engineering registrations/licenses/memberships as required  * Manage and update Structural Library and handle book/publication orders * Maintenance of Administration Manual of Procedures * Assist with event planning and coordination, including some after hour functions * Contribute in improving processes for efficiency * Administrative support and back up Reception when required PROFESSIONAL QUALIFICATIONS  Education: * Post-Secondary certificate/diploma from an administrative assistant program is considered an asset  Experience: * 3 to 5 years of related experience * Familiarity with the professional services environment would be an asset * Strong aptitude with learning different computer programs/systems  Skills: * Intermediate to advanced level skills with Microsoft Word, Excel, PowerPoint and Adobe Acrobat, along with Business Portal, Newforma Project Centre, and Concur would be an asset.   * Working knowledge of database management * Team player with a positive and respectful attitude * Ability to work independently with minimum supervision * Demonstrated effective verbal and written communication skills  * Superior word processing skills that focuses attention on grammar, details and accuracy * Ability to prioritize and multi-task to meet deadlines * Customer service oriented