Administrative Assistant

Solaris MCI; Calgary; Hybrid; CAD 55,000 - 63,000; Full time

Benefits offered by this job

RRSP matching program

Comprehensive benefits

Internal training and mentorship programs

Job summary

Solaris MCI, based in Calgary, is seeking a highly organized Administrative Support professional to assist project teams. Your role will involve creating and maintaining essential project documentation, facilitating communications, and providing a positive atmosphere for guests and colleagues.

With a focus on collaboration in a fast-paced environment, this position requires excellent multitasking skills and 5+ years of relevant experience, preferably in engineering or project management. Solaris MCI values inclusivity and provides extensive benefits.

Qualifications

• 5+ years of experience in an engineering or project-driven environment.
• Professional demeanor with excellent interpersonal skills.
• Strong ability to take initiative and adapt to agile environments.

Responsibilities

• Create, distribute, and maintain project documentation.
• Facilitate smooth project operations and administrative tasks.
• Provide high-quality project follow-ups and reminders.

Skills

Customer service expertise

Organization

Multitasking

Effective communication

Office 365 proficiency

Education

College-level diploma in administration

Tools

Microsoft Word

Microsoft Excel

Microsoft SharePoint

Microsoft PowerPoint

Microsoft Teams

Job description

Location: Surrey, British Columbia and Calgary, Alberta

Position Type: Full-time Regular

Description & Requirements

About Solaris Management Consultants Inc.

Established in 1993, Solaris Management Consultants Inc. (Solaris MCI) is now one of the largest privately held engineering firms in British Columbia. Operating as the project execution arm of iniem Group of Companies, Solaris MCI is one of five entities, including OgeeDev, Ensol Systems, Solaris Solutions and Capstone ITS.

Solaris MCI offers in-house, multi-discipline engineering and project services for new and sustaining capital projects. With more than 30 years serving the energy industry, we are committed to energy transition, sustainability, and decarbonization. Our expertise includes natural gas, LNG, hydrogen, ammonia, methanol, renewables, and technology solutions.

With offices located across North America, from Vancouver, B.C. to Houston, Texas, we are continuing to grow and are looking for all-star individuals to join our team.

About the Role

We are looking to expand an existing team of high caliber individuals who enjoy multitasking and supporting dynamic team environments. As a collaborative team player, taking pride in the quality and efficiency of your tasks, whilst promoting a positive office atmosphere is a must. Our administration team members have cross-functional opportunities including assisting our engineering teams in a project administration role.

Responsibilities

• Creates, distributes, and maintains reports, forms, documents, specifications, standards, and other files
• Supports project teams to ensure smooth project operations and facilitates any administrative project tasks (i.e. meeting minutes, action logs, etc.)
• Provides high-quality, efficient project documentation, follow-up reminders and any updates that may arise from project meeting action items
• Formats and edits technical documents using the Solaris MCI style guide and templates, including preparing and updating drawing binders for site visits
• Facilitates project close-outs with the projects team
• Provides a professional and welcoming atmosphere to guests and co-workers alike at our Surrey office front desk, as well as having the flexibility to assist our project teams as needed
• Responds to internal and external inquiries and requests with tact and diplomacy
• Oversees boardroom bookings, coordinating calendars, managing requests, and scheduling meetings
• Manages office supply inventory, including coffee and sanitation products
• Arranges travel bookings and accommodations as needed
• Performs all other administration and reception duties as required

Skills & Qualifications

• A college-level diploma, certification or equivalent in administration
• Expertise in customer service and administrative tasks with 5+ years of experience in an engineering or project driven environment
• Strong organizational and multitasking skills with high-quality work ethic and output
• Professional demeanor with excellent interpersonal skills and pro-active approach to tasks
• Effective verbal and written communication
• Proficient in using Office 365, including Word, Excel, SharePoint, PowerPoint, and Teams, with the ability to learn new software programs quickly
• Strong ability to take initiative, engage with co-workers, and adapt to an agile project-driven environment

Demeanor Required

• Positive Attitude – Maintain a positive and supportive attitude towards team members and stakeholders,
• Proactive – Ability to anticipate administrative needs and address them promptly,
• Adaptable – Flexibility to handle changing priorities and demands in a dynamic, fast-paced environment with multiple tasks and multiple deadlines,
• Collaborative – Strong team player with the ability to work effectively with diverse teams,
• Resilient – Ability to remain calm and composed under pressure.

Compensation, Benefits & Growth

A career with Solaris MCI offers opportunities for growth through our organization’s flat team structure, internal training, and mentorship programs.

Our culture is diverse and inclusive, valuing individual contributions for the benefit of all. This can be seen each day in our team’s inclusive spirit, diverse backgrounds, encouragement for learning, teaching and advancement, and the attention to the health and well-being of all our employees. With our extensive benefits, RRSP matching program, and much more, we put our team and their families first.

The salary for this role is based on an average of 37.5 hours a week. The estimated range is between $55,000-$63,000 annually, depending on skills and experience.

Reasonable accommodations will be provided for qualified individuals with disabilities to ensure equal opportunity in all aspects of employment.