Office Administrator

Lindsay Construction; Mount Pearl; On-site; CAD 36,000 - 52,000; Full time

Job summary

Lindsay Construction is seeking an Office Administrator to serve at our Newfoundland and Labrador Mount Pearl branch. You will greet visitors, manage the front desk, support project teams, and handle a variety of administrative tasks to keep the office running smoothly.

Ideal candidates have post-secondary education in administration or equivalent experience, with strong attention to detail and proficiency in MS Word, Excel, and Outlook.

Qualifications

• Post-secondary education in Administration or related discipline, or equivalent experience.
• Experience in an administrative support role.
• Knowledge of standard office procedures.
• Strong attention to detail.
• Ability to meet deadlines amid changing demands.
• Ability to work independently and collaboratively.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Willingness to learn new software.
• Manage multiple projects with interruptions.
• Strong verbal and written communication skills.
• Excellent organizational skills.
• Professional demeanor and judgment.
• Self-motivated and reliable.

Responsibilities

• Greet visitors and manage front desk duties.
• Answer phones and coordinate deliveries.
• Direct inquiries and provide refreshments as needed.
• Maintain front reception area and office spaces.
• Coordinate travel and accommodations.
• Maintain office IT support and conferencing setup.
• Manage mail and filing for reports and site documents.
• Prepare meeting minutes and distribute to teams.
• Assist with contract administration overflow.
• Support project teams with document handling.

Skills

Administrative support

Attention to detail

Strong communication

Team collaboration

Education

Post-secondary education in Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Newfoundland and Labrador – Mount Pearl | Branch Office

Build the Future with us!

We build Relationships. We build Communities. We build the Future. At Lindsay Construction, we have been growing the communities of Atlantic Canada for over 60 years and we want you to join us! Be part of something great and feel the impact you make on the community you live in.

Reporting to the Construction Director, Newfoundland, the Office Administrator serves as the office receptionist/front desk representative and provides a warm and professional first impression and presence in the reception area to internal and external stakeholders. The Office Administrator also supports project and office team members with a variety of administrative tasks.

Position Responsibilities

Accountabilities include, but are not limited to, the following:

• Serve as the face of the organization to greet visitors, answer telephones, and accept/arrange deliveries
• Assist with general inquiries; direct visitors to appropriate location (e.g., office, boardroom, and other office areas/rooms); provide coffee, tea, and water as requested
• Manage incoming and outgoing telephone calls, including coverage for other offices
• Maintain a clean, tidy front reception and coffee area
• Book travel and accommodations
• Coordinate maintenance of office equipment (e.g., verify printers are stocked with paper and toner, troubleshoot problems, communicate with IT or repair service providers as necessary)
• Assist with office IT related support (helping with attachments, connecting remotely, conference call set up, video conference call set up, etc.)
• Coordinate incoming and outgoing mail (e.g., sort and distribute incoming mail, prepare packages for courier or mail)
• Create and maintain electronic and paper files of reports and job site documents
• Prepare and distribute meeting minutes
• Create and maintain project files
• Assist Contract Administration Coordinators in overflow workload
• Prepare and assemble Operation and Maintenance manuals
• Maintain incoming and outgoing job site documents and facilitate job related correspondences as required by project teams.
• Assist project teams (e.g., collection, reproduction, distribution, control, and filing of job documents)

Job Requirements

• Post-secondary education in Administration or a related discipline, or equivalent experience
• Experience in an administrative support role
• General knowledge of standard office procedures
• Strong attention to detail
• Ability to respond promptly to changing demands to assist in meeting critical deadlines
• Ability to work independently andcollaboratively
• Proficient in the general use of computers, particularly with Microsoft Word, Excel, and Outlook
• Willingness and ability to learn new software applications and remain current with software changes
• Ability to work productively on several projects at once while coping with frequent interruptions
• Ability to respond to inquiries or complaints from internal and external stakeholders
• Strong verbal and written communication skills
• Strong organizational skills
• Professionalism, maturity, and judgment and maintaining a professional business appearance
• Willingness to learn new things
• Strong work ethic and self-motivated