Project Administrative Assistant

EBC Inc.; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading construction company in Ottawa is seeking a highly organized Project Administrative Assistant. You will provide administrative support and manage reception duties, ensuring smooth office operations. The ideal candidate has strong multitasking abilities, attention to detail, and can communicate effectively in both English and French. This role offers a competitive salary and various benefits, including 4 weeks of vacation and flexible insurance options.

Benefits

Competitive salary

4 weeks of annual vacation

Flexible group insurance program

Group RRSP with employer contribution

24-hour access to a virtual doctor

Training and development programs

Employee assistance program

Active social club and health committee

Innovative and stimulating environment

Values of respect and integrity

Qualifications

• Minimum 2 years experience in a similar role.
• Proven experience as an office assistant or receptionist.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Greet and welcome visitors, clients, and employees.
• Assist with scheduling meetings and appointments.
• Prepare and maintain office supplies inventory.

Skills

Multitasking

Attention to detail

Communication in English and French

Organizational skills

Customer service

Education

College diploma or equivalent

Certification in office administration

Tools

Microsoft Office Suite

MS Teams

Job description

Overview

Job Description

We are seeking a highly organized and professional Project Administrative Assistant to join our team. This position will provide administrative support while also managing reception duties to ensure smooth office operations. The ideal candidate will be an excellent multitasker with a strong attention to detail, knowledge in construction industry, superior communication skills in English and French, and the ability to manage various administrative tasks with efficiency and professionalism.

Responsibilities

• Receptionist Duties: Greet and welcome visitors, clients, and employees in a friendly and professional manner.
• Receptionist Duties: Manage visitor security logs and ensure all visitors follow office security protocols.
• Receptionist Duties: Handle incoming mail and packages, distributing them to the correct personnel.
• Receptionist Duties: Maintain the front office area, kitchen and boardrooms ensuring it is neat, organized, and welcoming at all times.
• Administrative Support: Perform general office administrative duties to assist Office Manager.
• Administrative Support: Assist with scheduling meetings and appointments, coordinating conference room bookings.
• Administrative Support: Prepare and maintain office supplies inventory; order supplies when necessary.
• Administrative Support: Prepare and send correspondence, memos, and reports as required.
• Administrative Support: Support with employee onboarding and documentation as needed.
• Administrative Support: Manage office equipment, ensuring all systems are operational and coordinating maintenance when required.
• Additional Duties: Provide support to with project coordination and administrative tasks for Project Manager.
• Additional Duties: Ensure the confidentiality and security of office documents and files.
• Additional Duties: Assist with organizing office events, meetings, and team-building activities.
• Additional Duties: Perform other duties as assigned by the Office Manager or team leads.
• Additional Duties: Scan, file and distribute bill of materials.

Requirements

• College diploma or equivalent; additional certification in office administration is a plus.
• Minimum 2 yrs experience in similar role.
• Ability to obtain Secret II security clearance.
• Proven experience as an office assistant or receptionist, ideally in a similar office setting.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); MS Teams.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Professional and friendly demeanor with a commitment to customer service.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and problem-solving abilities.
• Ability to work both independently and as part of a team.

Benefits

• Competitive salary;
• 4 weeks of annual vacation;
• Flexible group insurance program upon entry;
• Group RRSP with employer contribution to a Deferred Profit-Sharing Plan (DPSP);
• 24-hour access to a virtual doctor (telemedicine);
• Training and development programs;
• Employee assistance program;
• Active social club and health and wellness committee;
• Diverse, innovative and stimulating environment;
• A company built on values of respect, integrity and a job well done;
• Firm recognized as one of Canada’s Best Managed Companies