Administrative Assistant (13 month contract)

Reliable Controls; Victoria; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

On-site gym access

RRSP contributions with employee match

Monthly company events

Green commuting allowance

Job summary

Reliable Controls is seeking an organized administrator for a 13-month contract based onsite in Victoria, BC. You will support Finance & Administration and Sales, greet visitors, handle mail, and maintain filing systems across two offices.

You’ll coordinate travel, assist in events, manage shared spaces, and handle communications. Strong MS Office skills and a customer‑focused mindset are essential.

Qualifications

• High school diploma or equivalent.
• 1–2 years of related work experience in reception, customer service, administrative or accounting support.
• Valid Class 5 driver’s license.
• Demonstrated competency in MS Office suite and Excel.
• Strong written and oral communication skills.
• Professional demeanor and outstanding customer service skills.
• Ability to manage a diverse workload in a fast-paced environment.
• High level of accuracy and attention to detail.

Responsibilities

• Provide administrative support to the Finance & Administration and Sales department(s).
• Serve as the first point of contact for visitors at both Hallowell and Garbally offices.
• Perform clerical duties including word processing, filing, photocopying, sorting and distributing mail.
• Maintain inventory levels and order office supplies for our offices.
• Maintain organized filing systems, digital and physical, and arrange secure destruction of outdated records.
• Coordinate travel arrangements for staff, including accommodations and transportation.
• Assist in organizing catering for company events and team functions as needed.
• Manage shared spaces at both office locations, including tidying boardrooms and ensuring a welcoming atmosphere.
• Direct company voicemail messages to the appropriate departments and screen for spam.
• Manage the general company inbox, forwarding legitimate inquiries to the relevant people.
• Coordinate logistics for company-wide quarterly meetings.
• Book meeting rooms and maintain calendars for shared spaces.
• Assist with planning and execution of company events, such as the annual holiday party, and other gatherings.
• Assist with health & safety drills, building security and sourcing/purchasing First Aid Supplies.

Skills

MS Office

Excel

Customer service

Communication

Organizational skills

Education

High school diploma or equivalent

Tools

MS Office Suite

Job description

Who we are:

Reliable Controls is dedicated to reducing the carbon footprint of buildings around the world. Our team specializes in the design, development, and assembly of building automation controls and software programs. We're working hard to create solutions for building operators to enable the vision of Net-Zero Emissions by 2050.

We align ourselves with the right people and empower them in the right ways. An established company based in Victoria, BC, we nurture a strong culture of communication, trust, and collaboration. Embracing a work–life balance, promoting continuous learning, and celebrating our achievements are a few of the ways we show our enduring commitment to employees.

Your mission:

As a key support to the organization, you will play a vital role in ensuring the smooth operation of our office, corporate events, and administrative functions across multiple departments. With your exceptional administrative skills, you will help maintain an efficient and organized workspace while also assisting in company-wide initiatives. As the first point of contact for visitors and callers, you will create a welcoming and professional experience, contributing to a positive and productive workplace for employees, clients, and guests.

This is a 13 month contract position (40 hours per week), based onsite at our Victoria locations.

In this role you will:

• Provide administrative support to the Finance & Administration and Sales department(s)

• Serve as the first point of contract for visitors at both Hallowell and Garbally offices

• Perform a variety of clerical duties including word processing, filing, photocopying, sorting and distributing incoming and outgoing mail

• Maintain inventory levels and order office supplies for our offices

• Maintain organized filing systems, both digital and physical, and arrange for secure destruction of outdated records

• Coordinate travel arrangements for staff, including accommodations and transportation

• Assist in organizing catering for company events and team functions as needed

• Manage shared spaces at both office locations, including tiding boardrooms as needed, and ensuring a welcoming atmosphere

• Direct company voicemail messages to the appropriate departments and screen for spam

• Manage the general company inbox, forwarding legitimate inquires to the relevant people

• Coordinate logistics for company-wide quarterly meeting

• Book meeting rooms and maintain calendars for shared spaces

• Assist with planning and execution of company events, such as the annual h-oliday party, and other corporate gatherings as needed

• Assist with health & safety drills, building security and sourcing/purchasing First Aid Supplies

This role might be right for you if you have:

• High school diploma or equivalent

• A minimum of 1-2 year of related work experience in a reception, customer service, administrative or accounting support capacity
• A valid Class 5 driver’s license

• Demonstrated competency in full MS Office suite and Excel

• Strong written and oral communication skills

• Professional demeanor and outstanding customer service skills

• Ability to effectively manage a diverse workload in a fast-paced work environment

• High level of accuracy and attention to detail
• Excellent analytical and problem-solving skills

You’ll be successful in this position if you:

• Are an enthusiastic, innovative individual who cares about sustainability

• Look for ways to have a meaningful impact on your team's work

• Like a challenge and want to grow professionally

• Are patient and diligent; quality may take longer, but you know it's worth it

• Value a healthy work–life balance; we don't expect you to work overtime or weekends

What We Offer:

Competitive Compensation & Rewards:

• Your hard work and dedication don't go unnoticed. We offer:

• A competitive extended health and dental plan for you and your family

• A yearly RRSP contribution on the company’s behalf, plus employee contribution matching to support your financial growth

Health, Wellness & Community:

Your well-being matters. Enjoy access to free on-site gyms at both locations, along with social events nearly every month. Prefer green commuting? You’ll even be paid for choosing sustainable transportation.

Purpose-Driven Innovation:

At Reliable Controls, innovation means creating sustainable, meaningful solutions that make buildings smarter and the world greener. Every project you work on contributes to a legacy of environmental responsibility and global impact.

At Reliable Controls, we believe that a wide range of perspectives, experiences, and backgrounds make us stronger as a company and as a community. Reliable Controls is proud to be an equal opportunity employer, and we’re committed to fostering diversity, equity, inclusion, and belonging in every aspect of our organization.

When applying for a role, we recognize that each person’s career path is unique. Even if your experience doesn’t perfectly match every listed qualification, we encourage you to apply. We value potential, passion, and alignment with our values as much as direct experience.

We’re also dedicated to ensuring that every candidate enjoys a comfortable, respectful, and accessible interview experience. If you require any accommodations during the hiring process, please let us know.