Administrative Assistant

Defence Construction Canada; Town of Oromocto; On-site; CAD 194,000 - 237,000; Full time

Benefits offered by this job

Wellness and benefits package

Mental health support services

Work-from-home/remote-friendly options

Job summary

Defence Construction Canada is seeking an Administrative Assistant lead for the business unit. The role coordinates a wide range of admin support to the Site Manager and Regional Operations Manager, providing data entry, records management, and reports to ensure timely, accurate services.

The incumbent leads other admin staff, ensures data quality, and supports HR documentation while coordinating activities across the unit. A strong background in office administration is required.

Qualifications

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

Responsibilities

• Coordinate and provide admin support to Site Manager and regional leaders.
• Orient and guide other administrative staff for consistency.
• Proofread and validate documents before signature.
• Quality control of data entry for expenses, time-entry, accounts payable and billing.
• Generate tracking tools and data for managers' reports.
• Track budgets for service level agreements and training and development.
• Enter data in ERP for budget tracking, time entry, procurement and contracts.
• Take monthly meeting minutes.
• Provide administrative solutions to improve site services.
• Participate in year-end activities and file setup.

Skills

Records management

Data entry

Budget tracking

Document control

Multi-tasking

Education

College diploma in business/office administration

Accounting courses

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 Regi...

CA$215,000.00 yearly

Full-time

Are you a high-performing Senior Delivery Manager looking to make a meaningful impact on society by playing an influential role in driving innovation in Service Delivery for social benefit organiza...

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

• 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

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

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

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