Administrative Assistant

E.S. FOX LIMITED; Niagara Falls; On-site; CAD 50,000 - 60,000; Full time

Job summary

A leading construction firm in the Niagara Region is seeking an experienced Administrative Assistant to manage front desk operations, assist with administrative duties, and coordinate new hire training. The ideal candidate holds a College Diploma in Business Administration, has strong interpersonal skills, and a minimum of 3-5 years of experience in an administrative role. Join a company known for its commitment to safety and quality in the construction industry.

Benefits

Health and dental benefits

Employee Assistance Program

Group RSP with employer contribution

Support of professional growth

Qualifications

• 3-5 years of experience in an administrative role.
• Experience in a construction site-type environment is preferred.
• Prior reception experience is an asset.

Responsibilities

• Provide administrative services including reception duties and purchasing activities.
• Maintain front desk security and manage boardroom schedule.
• Coordinate new hire paperwork and training.

Skills

MS Word

Excel

Interpersonal skills

Communication skills

Organization

Education

College Diploma in Business Administration

Tools

Visio

PowerPoint

Outlook

Job description

Overview

For more than 90 years, E.S. Fox Limited (ESFL) has set the standard for safety and quality in the construction and fabrication industry. We have been unique in the industry as the ones who have helped build Canada’s infrastructure. We possess the insight and expertise to stand behind everything we do.

Our Strength is People

With a strong commitment to health, safety, and the protection of the environment, ESFL has earned a reputation as a people-first, environmentally conscious and socially responsible provider. Our goal is to foster, cultivate, and preserve a culture of diversity, equity, and inclusion so that all employees feel valued and respected.

Our employees are our greatest asset. We strive to create an atmosphere that inspires free thinking, expression, and the promoting of individual differences, valuing the diverse contribution of skills, abilities, and experience.

Why Join Our Team

We offer you a rewarding career opportunity working within the thriving construction industry. We provide comprehensive benefits, including:

• An attractive health and dental benefits package for you and your family (dependents). Health Care Spending Account and Healthy Living Wellness Account options
• Employee Assistance Program
• Group RSP with employer contribution
• Competitive compensation
• Support of professional growth

Our office in Port Robinson, ON, is looking for a Administrative Assistant to join our team.

Summary of the Role

Reporting to the Area Manager, the Administrative Assistant is responsible for providing administrative services including reception duties, purchasing activities, timesheet administration, records and project controls in addition to other administrative responsibilities, as required.

Key Responsibilities

• Maintain front desk security including logbooks, visitor badges and visitor orientation forms.
• Responsible for booking and maintaining the boardroom schedule, in addition to placing food and beverage orders for meetings as required.
• Track and submit vacation forms for processing.
• Ensure any required seniority tracking is maintained.
• Update the emergency evacuation headcount report.
• Coordinate the submission and reimbursement of safety equipment via the payroll department.
• Ensure responsibilities and accountabilities are carried out in a safe manner in accordance with E.S. Fox Limited safety policy/procedures, ISO 18001 standards and OHSA requirements.
• Ensure that environmental aspects within his/her scope of responsibility are adhered to, in order to maintain an efficient operating site office.
• Administer office operating practices such as record keeping systems, forms control and office layout.
• Receive and post tender documents.
• Ensure completeness of proposals before submission to the client or other company divisions.
• Coordinate the new hire paperwork and training of new or returning employees.
• Maintain the indoctrination and training matrices (for both Area 2 and 12) which includes but is not limited to: Add or removing position titles, and quality assurance manuals and/or procedures.
• Coordinate with the Quality Assurance Manager to arrange in-class training, as required, which may include: Ensuring all required personnel are available for the training (which will involve consulting the Area Manager to determine dates and times), booking an appropriate boardroom to conduct the training and ensuring that a Qualified Trainer is used to conduct the training.
• Preparing the training record for all attendees to sign.
• Printing and providing the training tests to the trainer for administration to all attendees.
• Maintaining any computer-based or in-class courses that are specific to only Area 2 and/or 12 employees as they are completed.
• Uploading the contractor/worker training records to a shared training database

Key Requirements, Experience And Skills

• Completion of a College Diploma in Business Administration or a related field.
• Demonstrated working ability in MS Word, Excel, Visio, PowerPoint, and Outlook.
• 3-5 years of experience working within an administrative role is required.
• Experience working within an administrative role in a construction site-type environment is considered an asset.
• Prior Reception experience is considered an asset.
• Exceptional interpersonal skills
• Tact and persuasion abilities with positive oral and written communication skills
• Strong communication skills (both written and verbal) are required.

Attributes

• Reliable and well organized
• Exceptional interpersonal skills
• Results-oriented
• Personable and pleasant

Competencies

Integrity/Ethics
Quality
Working Safely

About E.S. Fox Limited

ESFL is a privately owned, Canadian, multi-trade fabricator and constructor, providing a single-source solution for Industrial, Institutional, Commercial, and Power Generation sectors. ESFL has established a reputation for safety, executing high quality workmanship, operational flexibility, efficiency, and timely project completion.

As a fully integrated, multi-trade construction firm, ESFL provides clients with a sole source solution for their detailed engineering, fabrication, construction, and maintenance needs. We are a solutions-based provider that delivers a superior level of service from ‘cradle to grave,’ as we offer multi-trade, service-oriented solutions for all your Industrial, Commercial, Institutional, and Energy products. ESFL continues to be a leader of Canadian strength and tradition for over 9 decades.

Headquartered in Niagara Falls, Ontario, we maintain full-service regional offices in Hamilton, Toronto, Port Robinson, Oshawa, Kincardine, Kingston, Sarnia, and Thunder Bay.

Connect: LinkedIn, esfox.com

E.S. Fox Limited is an equal opportunity employer committed to providing an inclusive workplace. We will accommodate applicants with disabilities throughout the recruitment and selection process. Please advise Human Resources to ensure your accessibility needs are accommodated throughout this process.

CPRT