Administrative Assistant — Office Operations & Coordination

Aplin & Martin Consultants Ltd.; Nanaimo; On-site; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Comprehensive health benefits

Education assistance program

Monthly health & fitness allowance

Group RRSP with employer matching

Career growth opportunities

Team-building events

Work-life balance culture

Job summary

Aplin & Martin Consultants Ltd. is seeking an Administrative Assistant in Nanaimo to ensure smooth day-to-day office operations and provide solid administrative support.

You will work under supervision, handling a variety of duties with a focus on strong software usage and effective communication across teams. The role requires 1–3 years of office experience, proficiency in Microsoft Office 365, and a detail-oriented, team-oriented mindset.

Qualifications

• High School Diploma/Post-secondary education in business, computers, or office management.
• 1-3 years’ experience in an office setting.
• Proficient in the use of Microsoft Office 365.
• Proficiency in Adobe InDesign & Gantt Charts is an asset.
• Strong attention to detail with strong organizational skills.
• Exceptional interpersonal and communication skills.
• Positive, self-motivated with a service and team-oriented attitude.

Responsibilities

• Answers general phone inquiries in a professional and courteous manner and directs them to appropriate staff.
• Schedules and arranges meetings as requested.
• Manages the shared staff vacation calendar.
• Assists with organizing office events, such as catered lunches and social events.
• Generates, formats, and proofs professional documents using word processing, spreadsheets, and databases.
• Supports timely proposal submission by gathering information and liaising with stakeholders.
• Creates project numbers for Project Managers in the ERP system.
• Performs month-end duties as required and maintains up-to-date information.

Skills

Attention to detail

Interpersonal skills

Communication skills

Teamwork

Organizational skills

Education

High School Diploma or Post-secondary education in business, computers, or office management

Tools

Microsoft Office 365

Adobe InDesign

Gantt Charts

Job description

Aplin & Martin Consultants Ltd. is seeking an Administrative Assistant in Nanaimo to ensure smooth day-to-day office operations and provide solid administrative support.

You will work under supervision, handling a variety of duties with a focus on strong software usage and effective communication across teams. The role requires 1–3 years of office experience, proficiency in Microsoft Office 365, and a detail-oriented, team-oriented mindset.