Administrative Assistant

The Universal Group; Ottawa; On-site; CAD 38,000 - 55,000; Full time

Job summary

Join a growing team at Universal Group as an Administrative Assistant. In this role, you will provide vital support to the Project Team by managing communications, assisting with office operations, and ensuring an organized workspace. This is a great opportunity to grow your career in a supportive environment with benefits and development opportunities.

Benefits

Extended Medical, Vision, and Dental benefits

3 weeks' vacations

Wellness Program/EAP and Corporate Discounts

RRSP/DPSP with 3% matching

Fantastic corporate culture

Qualifications

• Familiarity with standard office equipment.
• Entry-level to several years of administrative or customer service experience.
• Bilingualism will be considered an asset.

Responsibilities

• Answer incoming calls and direct inquiries.
• Manage voicemail, emails, and faxes.
• Reconciles and enters data from work orders daily.

Skills

Attention to detail

Communication skills

Problem-solving

Time management

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

GSuite

Job description

Are you a client oriented customer service/administrative professional with strong communication and attention to detail skills? Are you passionate about providing Peace of Mind? Are you looking to be a part of a growing team and company? If so, we have an exciting opportunity for an Administrative Assistant!

Beacon Lite is one of the top providers of traffic control equipment and services. We are a fast-paced, growing business, with over 60 years of traffic control experience. Locally, we have operations in Ottawa, Gatineau, Kingston, and Sudbury with over 250 employees between our 4 locations and we are excited to be expanding our operations to service the GTA.

Beacon Lite has merged with the Universal Group, an industry leader who was recognized as one ofCanada’s best-managed companies in 2024, in Traffic Control Personnel,Traffic Management Planning,Traffic supplies,Occupational Health and Safety Training,Landscaping,and Staffing services. We offer an entrepreneurial environment with opportunities for job advancement and continued education.

Position Overview:

The Administrative Assistant’s main responsibility is to enter and maintain accurate records and provide efficient and professional support to the Beacon Lite Project Team. You will work closely with our Operations Managers while collaborating with internal team members to meet client care needs and service standards.

What you will be responsible for:

Data Entry & Documentation:

• Answer incoming calls, direct inquiries, and provide assistance.
• Manage voicemail, emails, and faxes, ensuring timely responses.
• Welcome and assist on-site visitors, ensuring a professional impression.
• Handle mail, both incoming and outgoing, efficiently.
• Maintain office supplies and oversee vendor relationships.
• Ensure a clean and organized workspace, including reception areas and meeting rooms.
• Assist in obtaining Certificates of Insurance for third-party vendors.
• Update organization charts and prepare Confirmation of Employment Letters.
• Support various departments as needed.

Facilities and Security Management:

• Reconciles and enters data from work orders daily, and prepares associated invoices for submission to the client(s).
• Reconciles and enters data from safety documentation, and prepares associated submissions to the client(s).
• Performs other data entry related to other various aspects of the business/project.

Reporting & Client Deliverables

• Compiles and generates a monthly Progress Payment Certificate(s) for the client(s).
• Reconciles deliverable information as per contracted requirements, which will include daily and weekly hour report summaries, cost savings reports, subcontractor reports, etc.
• Reconciles any and all comments from the client(s) concerning billing or administrative inquiries.

What we need from you:

• High school diploma or equivalent
• Entry-level to several years of administrative or customer service experience
• Office Equipment: Familiarity with standard office equipment
• Meticulous attention to detail.
• Knowledge of basic administrative practices and processes.
• Knowledge of invoicing practices and processes.
• High degree of professionalism.
• Excellent interpersonal, written and verbal communication skills.
• Proficiency with office technology and programs (Microsoft Office Suite, GSuite will all be considered as an asset).
• Strong task and time management skills.
• Strong problem solving skills.
• Bilingualism will be considered an asset.
  

What you get from us:

• Extended Medical, Vision, and Dental benefits upon completion of probationary period
• 3 weeks' vacations
• Wellness Program/EAP and Corporate Discounts
  
• RRSP/DPSP with 3% matching after 6 months
• A fantastic corporate culture where you will feel supported and recognized for your work
• A growing organization with room for development and advancement

Why Universal Group?

The Universal Group is driven by our purpose to provide Peace of Mind to both our clients and team members. Our people embrace our core values of being ‘Passionate, Authentic, and Driven’ in everything we do and in every decision we make every day. They are the fabric of who we are and, without question, the reason for our success and continued growth.

The safety of our team members and the public drives us daily.

The Universal Group is an industry leader in traffic control services, traffic management planning, traffic equipment supply, landscaping, temporary labour and occupational health and safety training. We are a one-stop shop, as our full suite of services ensures that we can manage projects from conception to completion.

For more information about the company, please visit ourIndeed Profile!

Our Commitment to Diversity

The Universal Group is an equal-opportunity employer committed to diversity and inclusion in the workplace.

We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic.

Apply today; we can’t wait to hear from you. Come grow with us!

APPLY NOW

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