Administrative Assistant-Document Specialist

Geosyntec Consultants, Inc.; Burnaby; On-site; CAD 30,000 - 60,000; Full time

Job summary

Geosyntec Consultants is seeking an Administrative Assistant-Document Specialist for their Burnaby office. The role involves supporting administrative projects, formatting documents, and managing office operations. Ideal candidates will possess strong organizational skills and advanced proficiency in Microsoft Office.

Benefits

Comprehensive benefits package

Paid time off

Medical, dental, vision coverage

401(k)

Qualifications

• 4 years of applicable industry experience.
• Experience in formatting and editing technical documents.
• Exceptional organizational skills.

Responsibilities

• Format complex technical documents and deliver them to clients.
• Coordinate office operations and manage day-to-day duties.
• Proofread for grammatical accuracy and proper formatting.

Skills

Attention to detail

Organizational skills

Proofreading

Education

College diploma

Bachelor's degree

Tools

Microsoft Office

Adobe Acrobat

Job description

Overview

Do you want to build an impactful career to change the world for the better?

Looking for a place to advance your career? A place where you can support industry recognized professionals who are solving tough environmental problems? Geosyntec is the place for you! We have an opportunity available for an Administrative Assistant-Document Specialist. This role is a full-time, 100% in-office Monday through Friday schedule in our Burnaby, Vancouver office. Geosyntec is looking for an individual who is motivated and energized to support our growing business in diverse areas of practice. This position plays a key role in creating a strong professional first impression and representing the company with excellence, both in interactions with visitors, clients, partners, and stakeholders, and through the delivery of high-quality, professional work products. Primary responsibilities include formatting complex technical documents and delivering to clients in Adobe digital format, performing a variety of specialized administrative tasks, and supporting the office with special project assignments. This position requires strong attention to detail, passion, and drive to deliver in this fast-paced exciting environment from within our office in Burnaby, Vancouver. This position does not offer job sponsorship.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit: http://www.geosyntec.com/careers/.

Essential Duties and Responsibilities

Is this the right position to help you achieve your professional goals? Some of the key responsibilities for the position include:

• Support a wide range of complex administrative projects.
• Thoroughly proofread for grammatical accuracy, proper formatting, and consistent application of company styles and procedures.
• Type, edit, and format correspondence and complex technical documents to include equations, tables, graphics, and presentational material in the form of proposals, reports, and training manuals from dictation and/or rough draft to specifications.
• Word process and digitally assemble proposals and reports to meet project deadlines; coordinate and assist with reproduction needs, and other project related duties.
• Manage day-to-day office operations ensuring the office is stocked and operating efficiently to support staff productivity.
• Schedule, organize, and coordinate complex activities, including but not limited to client and staff meetings, conferences, travel arrangements, and webinars.
• Manage office equipment maintenance and coordinate service contracts to ensure functionality and compliance with vendor agreements.
• Review billing summaries and client invoices for accuracy, code and process vendor invoices to ensure proper reconciliation.
• Assist with local business-related errands as needed to support office operations and staff requirements.
• Demonstrate advanced technological proficiency to effectively complete office tasks across a variety of digital systems and online platforms.
• Provide general administrative support and assist fellow administrative staff with related tasks as needed to ensure smooth office operations.

Skills, Experience and Qualifications

• College diploma with 4 years of word processing and applicable industry experience or equivalent combination of education and experience supplemented by course work including English, business office procedures, administrative and related subjects. Bachelor’s degree preferred. (required)
• Experience in formatting and editing correspondences and complex technical documents including equations, tables, graphics, and presentational material in the form of proposals, reports, and training manuals from rough draft to company specifications. (required)
• Advanced proficiency in Microsoft Office applications—including Word, Excel, PowerPoint, Adobe Acrobat, Outlook, and comparable web navigation tools. (required)
• Proficiency in Microsoft Office applications test will be conducted during interview process.
• Strong attention to detail with high volume of deliverables. (required)
• Ability to read and comprehend detailed instructions, correspondence and memos; ability to edit/format lengthy and detailed reports. (required)
• Exceptional organizational skills with a keen eye for detail and a strong ability to maintain accuracy in all aspects of work. (required)
• Work schedule is Monday to Friday, 8:00 am to 5:00 pm, fully on-site with no remote or hybrid option. Must be available to work a flexible schedule and overtime as needed to meet project demands. (required)
• This position does not offer job sponsorship.
• Valid Canadian driver’s license, maintain a satisfactory driving record, and have reliable transportation for office-related duties. (required)

This opportunity will be posted for at least five days. Below are the potential compensation ranges that we in good faith believe are applicable for this role at the time of this posting and are only applicable for jobs to be performed in the specified location(s) below. The typical base salary range for this position is just one component of Geosyntec’s total compensation package for employees. Actual compensation will be determined based on education, experience, skill set and location.

• Minimum: $28.42/hour / Maximum: $39.79/hour (Burnaby, BC)

We offer a comprehensive benefits package including, paid holidays, vacation, sick, and personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible employees.

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