Administrative Assistant/Receptionist

exp; Hamilton; On-site; CAD 40,000 - 55,000; Full time

Job summary

Join a leading company in engineering and design as an Administrative Assistant/Receptionist in Hamilton. In this role, you will perform essential office administration tasks, support project managers, and ensure efficient office operations. Ideal candidates are detail-oriented, possess strong communication skills, and have experience in a professional services environment.

Qualifications

• 1-2 years of experience in administrative support.
• Strong skills in Microsoft Word and Excel.
• Excellent communication skills in English.

Responsibilities

• General office administration and troubleshooting.
• Prepare and format reports and proposal documents.
• Assist project managers with invoices and scheduling.

Skills

Detail-oriented

Strong communication skills

Problem-solving

Microsoft Word

Microsoft Excel

Typing speed and accuracy

Editing and proofreading

Multi-tasking

Education

Completion of secondary school

Administration program or equivalent experience

University or College degree

Job description

At EXP, we’re driven to provide innovative solutions for the world’s built and natural environments. As a team of engineers, architects, designers, scientists, creators, and a community of professionals, we bring diverse and talented people together to solve the world’s most complex challenges. Here, you join a team that leverages differences, harnesses their entrepreneurial spirit in an employee-owned company, that believes diversity is what gives us strength, seeks sustainable results and shares ambitions for each other, our clients, and the communities we are part of and serve. To be a part of EXP means to have your own experience, while staying connected to a global network of professionals, who believe we are a part of something bigger. Together, we are EXP.

Your work environment at EXP

EXP’s Stoney Creek office is currently seeking an Administrative Assistant/Receptionist to join their team reporting to the Project Managers. Option for 4 or 5 days per week

What a day at EXP has in store for you

• General office administration, e.g. health & safety walkabouts, troubleshooting or arranging printer or misc. office issues, planning/scheduling meetings and gatherings, use problem solving skills to tackle various office issues
• Edit, construct and format reports, proposals and other technical documents
• Review, prepare, and format proposal documents with associated forms, insurance/WSIB requirements, etc
• Compose and distribute meeting notes, routine correspondence, and reports
• Assist project managers to prepare invoices, schedule fieldwork, etc
• Perform other administrative duties such as data entry, copying, collating, faxing, filing, document retrieval, scheduling coordination of meeting rooms, ordering of lunches for meetings, mailings, information gathering, word processing, transcription and document binding, document scanning
• Prepare client reports and proposal documents as requested, including resumes/CVs, specialized tabs for proposals, letters, etc
• Provide backup/break coverage for the front office including switchboard/reception and front office and customer service assistance to employees and clients of the office. This includes greeting visitors to the office and handling mail/couriers
• Perform standard administrative functions including reception at the front desk
• Reception duties include answering telephone calls and arranging shipments, greeting clients, and guests at the reception area
• Provide back up support for other admin teams and divisions as necessary

What your experience looks like

• Ideal candidate would have at least 1-2 years of experience in detail-orientated administrative support work
• Completion of secondary school, with courses in or graduation from an administration program or equivalent experience, ideally in a professional services environment. University or College degree is an asset
• Strong people skills, and the ability to work with a wide variety of staff and clients
• Must have strong Microsoft Word and Excel skills. Experience in Microsoft PowerPoint and database software would be an asset
• Must have strong editing and proofreading ability including grammar and sentence structure
• Strong typing speed and accuracy
• Knowledge in accounting practice and invoicing is an asset
• Excellent communication skills in spoken and written English
• Skill in preparing clear and concise reports, procedures, correspondences, and other written materials
• Ability to establish and maintain effective working relationships
• Ability to multi-task is critical
• Must be able to meet deadlines, be well organized, and able to work under pressure
• Ability to document existing and new processes
• Ability to maintain a filing system and accurate records
• Ability to prioritize, organize and perform multiple work assignments simultaneously
• Any experience in the engineering or construction industry is an asset
• Reception experience is an asset.

About the company

With a mission to understand, innovate, partner and deliver, EXP provides engineering, architecture, design and consulting services to the world’s built and natural environments.

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