Administrative Assistant, Facilities

Engineers & Geoscientists British Columbia; Burnaby; On-site; CAD 55,000 - 60,000; Full time

Job summary

Join a leading organization in Burnaby as an Administrative Assistant, Facilities. In this role, you will provide vital front-line support, assisting with customer service and facility management while working closely with the Office and Facilities Manager. We offer a competitive salary and an inclusive workplace.

Benefits

Competitive salary and benefits

Hybrid work environment

Qualifications

• 2+ years experience in an administrative assistant support capacity.
• Experience with front desk and reception duties.
• Proficiency in Microsoft Office Suite and Avaya system.

Responsibilities

• Provides front-line support to customers and staff.
• Assists with building maintenance and administrative tasks.
• Coordinates ergonomic assessments for new staff.

Skills

Customer Service

Communication

Microsoft Office Suite

Education

Diploma, degree, or certificate in administrative functions

Tools

Avaya telephone operating system

Photocopier

Scanner

Job description

Engineers and Geoscientists British Columbia is currently searching for anAdministrative Assistant, Facilitiesto join our team in Burnaby!

The Administrative Assistant, Facilitiesis responsible for delivering front-line service to Engineers and Geoscientists BC’s registrants, staff, and visitors. The role oversees the reception desk, providing customer service via phone, email, and in-person, and provides facilities-related administrative support. This position works closely with the Manager, Office and Facilities to help maintain a safe, efficient, and welcoming environment by supporting the day-to-day office and building maintenance needs.

Our organization - one of BC's Top Employers – offers a competitive salary, comprehensive and generous benefits, an inclusive culture, and a hybrid work environment. Full details on our compensation and benefits value offering can be found below.

WHAT YOU WILL BE DOING

• Provides front-line support to external customers and internal staff via phone, email, intercom and in-person. Answers and screens incoming calls, transfer calls, takes messages, and assist with general inquiries.
• Assists the Manager, Office and Facilities with a range of tasks including building maintenance, month-end reconciliation, office seating plans, tracking onsite & offsite parking, invoice review and GL coding, product research, inventory control, data entry, organizing couriers, ordering and restocking office snacks, and ordering business cards, name tags, and stationery.
• Schedules and coordinates in-office and virtual ergonomic assessments for new staff. Reviews ergonomic assessment reports from Occupational Therapists and provide recommendations to Manager, Office and Facilities. Orders ergonomic supplies, as required.
• Receives and distributes daily incoming mail and packages. Processes outgoing mail and arranges courier and Canada Post pickups for all outgoing packages and mail before deadlines; assigns appropriate department GL codes.
• Greets and signs in all office visitors and notifies the appropriate staff member for escort.
• Maintains and updates the front desk training manual and daily checklist to support training and vacation coverage.
• Supports emergency evacuations procedures by conducting roll call during evacuations, ensuring all staff are accounted for, and maintaining an up-to-date roll call list.
• Coordinates with Helpdesk and other departments to maintain and update the Avaya voicemail system and call tree directory. Ensures hot buttons reflect current renewals, events, building closures, and holiday schedules.
• Manages records retrieval, filing and refiling of boxes and documents. Tracks in-house boxes for return or destruction and reviews box status reports with workgroups quarterly.
• Supports other projects and tasks as assigned by direct leader and, as appropriate, members of the departmental leadership team.

WHAT YOU BRING TO THE TABLE

The successful applicant will possess the following:

• 2+ years of experience performing in an administrative assistant support capacity, providing front desk and reception duties including answering phones.
• A diploma, degree, or certificate in administrative functions is required.
• Experience and demonstrated proficiency in utilizing Microsoft Office Suite, Avayatelephone operating system (or an equivalent), intercom, photocopier, scanner, and postage meter mailing machine.
• Exceptional customer service and communication skills.

WHAT'S IN IT FOR YOU

Each member of our team contributes to public safety in BC and helps us deliver on our vision of "modern regulation for a resilient world." We serve the public as an inclusive, progressive, and future-focused regulator. Our Strategic Plan also places priority on our role to advance climate action, foster equity, diversity and inclusion, and move towards reconciliation with Indigenous peoples. At Engineers and Geoscientists BC, we are committed to demonstrating our values of collaboration, excellence, integrity, and innovation.

This role offers a competitive compensation and benefits program including a salary within our hiring range of $55,000 to $60,000. Placement within the hiring range will be based on candidate experience relative to the requirements of the role. Additional details on our generous benefit offerings are found below.

WHO WE ARE

Engineers and Geoscientists BC is proud to be recognized as one of BC's Top Employers.

Engineers and Geoscientists British Columbia is the business name of the Association of Professional Engineers and Geoscientists of the Province of British Columbia. We regulate and govern these professions under the authority of the Professional Governance Act.

We are charged with protecting the public interest by setting and maintaining high academic, experience, and professional practice standards for over 40,000 registrants. Individuals licensed by Engineers and Geoscientists BC are the only persons permitted by law to undertake and assume responsibility for engineering and geoscience projects in BC.

We are a not-for-profit organization governed by a board of elected registrants, licensees, and government appointees. The board is accountable to the public through the Ministry of Post-Secondary Education and Future Skills under the Office of the Superintendent of Professional Governance, for both the governance and management of the organization.

To learn more about our work please visit us at https://www.egbc.ca.





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