Administrative Assistant

Aplin & Martin Consultants Ltd.; Nanaimo; On-site; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Comprehensive health benefits

Education assistance program

Monthly health & fitness allowance

Group RRSP with employer matching

Career growth opportunities

Team-building events

Work-life balance culture

Job summary

Aplin & Martin Consultants Ltd. is seeking an Administrative Assistant in Nanaimo to ensure smooth day-to-day office operations and provide solid administrative support.

You will work under supervision, handling a variety of duties with a focus on strong software usage and effective communication across teams. The role requires 1–3 years of office experience, proficiency in Microsoft Office 365, and a detail-oriented, team-oriented mindset.

Qualifications

• High School Diploma/Post-secondary education in business, computers, or office management.
• 1-3 years’ experience in an office setting.
• Proficient in the use of Microsoft Office 365.
• Proficiency in Adobe InDesign & Gantt Charts is an asset.
• Strong attention to detail with strong organizational skills.
• Exceptional interpersonal and communication skills.
• Positive, self-motivated with a service and team-oriented attitude.

Responsibilities

• Answers general phone inquiries in a professional and courteous manner and directs them to appropriate staff.
• Schedules and arranges meetings as requested.
• Manages the shared staff vacation calendar.
• Assists with organizing office events, such as catered lunches and social events.
• Generates, formats, and proofs professional documents using word processing, spreadsheets, and databases.
• Supports timely proposal submission by gathering information and liaising with stakeholders.
• Creates project numbers for Project Managers in the ERP system.
• Performs month-end duties as required and maintains up-to-date information.

Skills

Attention to detail

Interpersonal skills

Communication skills

Teamwork

Organizational skills

Education

High School Diploma or Post-secondary education in business, computers, or office management

Tools

Microsoft Office 365

Adobe InDesign

Gantt Charts

Job description

About Us

Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 57 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of around 300 talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees’ growth and development, and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.

The Role

The Administrative Assistant will ensure efficient and timely day-to-day operation of the office and provide administrative support. Working under the supervision of the Business Group Manager or the designated supervisor(s), the Administrative Assistant will perform a variety of administrative and office support activities. Extensive software skills are required, as well as internet research abilities and strong communication skills.

Duties and Responsibilities

Administrative Assistant performs a wide range of duties including some or all of the following:

Office Administration

• Answers general phone inquiries in a professional and courteous manner and as needed directs them to the appropriate staff members.
• Replies to general information requests with accurate information.
• Arranges and schedules meetings as requested
• Manages the shared staff vacation calendar
• Assists with organizing office events, such as catered lunches and social events
• Orders and maintains office stationery, promotional items, and supplies for photocopiers, washrooms, and kitchens
• Generates, formats, and proofreads professional documents, including proposals, reports, and memos, utilizing word processing, spreadsheet, and database software.
• Gathers and utilizes information from different sources and liaises with various stakeholders to support and ensure a timely proposal submission process.
• Creates project numbers for Project Managers within the ERP system.
• Conducts research and retrieves data on the company ERP system.
• Provides ad hoc support when issues come up i.e., coffee machine or printer/photocopier issues.
• Forwards incoming general e-mails to the appropriate staff member.
• Purchases, receives, and stores the office supplies ensuring basic supplies are always available.
• Codes and files documents according to the established procedures.
• Updates and ensures the accuracy of the organization’s database.
• Liaises with administrative staff in other branch offices of the company.
• Performs month end duties as required (3 Month projections, following up with Project Managers, ensuring all information is up to date).
• Maintains daily cleanliness of kitchen appliances, sink, garbage and recycling
• Ensures professionalism and tidiness of the office spaces, including reception, boardrooms, and kitchens
• Liaises with cleaners, building maintenance and other facility contacts
• Prepares new hire workstation setups and conducts office tours and team introductions
• All other tasks required for the smooth and efficient running of the office.

Qualifications & Skills

• High School Diploma/Post-secondary education in business, computers, or office management.
• 1-3 years’ experience in an office setting.
• Proficient in the use of Microsoft Office 365.
• Proficiency in Adobe InDesign & Gantt Charts is an asset.
• Strong attention to detail with strong organizational skills
• Exceptional interpersonal and communication skills
• Positive, self-motivated with a service and team-oriented attitude

Compensation

The salary range for this position is $50,000 to $60,000 per year, commensurate with experience, skillsets, and qualifications.

Benefits & Rewards

• Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTD
• Education assistance program
• Monthly health & fitness allowance
• Group RRSP program & employer matching
• Equal opportunities for career growth and advancement within the organization
• Fun social, team building events and professional development activities
• A culture that supports learning, collaboration, and work-life balance

Aplin Martin is committed to fostering a supportive, diverse, and inclusive work environment where all employees feel valued, respected, and empowered to bring their authentic selvesto work. We actively encourage applications from candidates of all backgrounds and identities. If you have any questions about accessibility or require any assistance during the hiring process, please reach out at [e-mail].

Aplin Martin is an equal opportunity employer and welcomes applications from candidates of all backgrounds. We thank all applicants for their interest, but only those selected for an interview will be contacted.