Administrative Assistant

Defence Construction Canada; Esquimalt; On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Wellness allowance

Mental health services

Telus Virtual Health Care

Life insurance

AD&D insurance

Disability insurance

Employee assistance program

Flexible workplace options

Public-service pension

Comprehensive vacation and paid leave

Job summary

Defence Construction Canada is seeking an Administrative Assistant to lead administrative support for the business unit, coordinating data entry, records management and HR documentation under the Site Manager or Regional Operations Manager.

The role mentors other administrative staff, ensures timely, accurate reporting, budget tracking for service lines, and maintains quality control of time-entry, expenses and procurement data.

Qualifications

• Minimum: college diploma in business or office administration or related field with five years’ relevant experience.
• Preferred: accounting courses and/or basic accounting experience.

Responsibilities

• Coordinate and provide administrative support to the Site Manager, or the Regional Operations Manager(s), program leaders and regional service line leaders.
• Orient and provide guidance to other administrative assistants to ensure consistency of requirements.
• Proofread, review and validate documents prior to manager signature.
• Carry out quality control of data entry (e.g. monthly expenses, time-entry reporting, AP, service billing).
• Generate tracking tools and gather data for manager reporting requirements.
• Track budgets for SLAs and training and development.
• Generate, analyze, and ensure quality of data presented to managers (time sheets, financial reports, HR reports).
• Enter data related to service line transactions in ERP (budget tracking, time entry, procurement, contract administration).
• Take and prepare minutes of monthly meetings.
• Provide administrative solutions to improve site services.
• Participate in year-end activities (prepare year-end financials, set up files for new fiscal year).
• Other duties as assigned.

Skills

Administrative best practices

Accounting principles

Intermediate MS Office expertise

Records management

Education

College diploma in business or office administration or related field

Job description

The Administrative Assistant, as the lead administrator for the business unit or service line, coordinates and provides a range of administrative support services to the Site Manager or to the Regional Operations Manager(s), program leaders and regional service line leaders. The incumbent acts as the administrative technical specialist and coordinates the work of other administration staff within the business unit. The incumbent independently carries out administrative activities and provides high‑quality, timely, efficient and effective services. The Administrative Assistant enters and reports data and carries out documents and records management. The incumbent coordinates the preparation of human resources documentation and provides functional guidance to other administrative staff in the business unit.

KEY AND PERIODIC ACTIVITIES

The duties and responsibilities listed below are representative but not all-inclusive:

Primary

• Coordinate and provide administrative support to the Site Manager, or the Regional Operations Manager(s), program leaders and regional service line leaders
• Orient and provide guidance to other administrative assistants to ensure consistency of business unit or service line requirements
• Proofread, review and validate documents prior to manager signature
• Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, service billing)
• Generate tracking tools and gather data for manager to meet reporting requirements
• Track budgets for service level agreements and training and development
• Generate, analyze ensure quality and accuracy of data presented to managers (e.g. time sheets, financial reports, performance indicators, human resources-related reports)
• Enter data related to service line transactions and activities in enterprise resource planning system (e.g. budget tracking, time entry, procurement, contract administration)

Other

• Take and prepare minutes of monthly meetings
• Provide administrative solutions to improve site services
• Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)
• Other duties as assigned

SKILLS

General and Specific Knowledge

• Administrative best practices
• Accounting principles
• Intermediate MS Office expertise
• Records management

Formal Education and/or Certification(s) and Experience

• Minimum: college diploma in business or office administration or related field with five years’ relevant experience, or the equivalent
• Preferred: minimum requirements and general accounting courses and/or basic accounting experience

Abilities

• Use applicable computer software and operating systems
• Manage multiple deadlines and priorities
• Demonstrate attention to detail

DEVELOPMENT AND LEADERSHIP

• Provide functional advice and guidance to employees
• Coordinate work of other administrative staff in business unit

WORKING CONDITIONS

• Typical office environment with occasional travel

Check out your benefits

Working with us offers excellent opportunities for growth and advancement—and entitles you to one of the job market’s best benefits packages valued at between 25 and 30% of your salary.

Your package includes:

Health and Wellness

• $400 wellness allowance to help cover expenses such as a gym membership
• $2,500 for mental health services on top of regular $2,500 paramedical coverage
• Telus Virtual Health Care

Home and Family

• Life, accidental-death, and short-term disability insurance
• Enhanced inConfidence employee and family assistance program
• Flexible workplace options, including $400 allowance every two years, to support working from home

Leave and Retirement

• Public-service pension
• Comprehensive vacation and other paid-leave plans, along with enhanced travel benefits coverage