Receptionist/Administrative Assistant

LaPrairie Group of Companies; Town of Grimshaw; On-site; CAD 36,000 - 48,000; Full time

Benefits offered by this job

Health and Wellness benefit plan

On-the-job training with learning op­t

Inclusive team culture

Job summary

LaPrairie Works Inc. in Grimshaw, Alberta, is seeking a Receptionist/Administrative Assistant to support administration within a professional team.

This role reports to the Senior Accountant/Administration Supervisor and involves handling inquiries, supporting AP/AR and Payroll, organizing meetings, and maintaining office systems with confidentiality and deadlines.

Qualifications

• Strong written and verbal skills to communicate with all levels of the organization.
• Attention to detail and excellent organizational skills.
• Superior telephone manners and strong interpersonal skills.

Responsibilities

• Respond to telephone, e-mail, and in-person inquiries from clients, business partners, employees and other parties.
• Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
• Provide support to the AP/AR department, Payroll department, the Controller and the Director of Operations, as required.
• Daily, first thing in the morning, review After-hours Answering Service messages for the previous night and document, file, and relay, if required, to appropriate individual.
• Maintain a call log for all incoming calls/e-mails and in-person inquiries.
• Type forms, letters, reports, and memos as necessary.
• Assist in compiling data for various reports.
• Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure appropriate meals and equipment are in place.
• Book hotels for staff, issue PO, and provide PO, or Credit Card information, as required.
• Arrange and attend Management and Safety meetings as required; take, distribute, and archive meeting minutes.
• As a first point of contact, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
• Observe and report any security issues.
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
• Manage and maintain appropriate stocks and office supply orders.
• Maintain reception, kitchen, and other general areas in a tidy and presentable manner.
• Perform other duties, as assigned.

Skills

Written communication

Verbal communication

Attention to detail

Organizational skills

Telephone etiquette

Education

Business Administration Diploma

Tools

Microsoft Excel

Office Suite

Job description

At LaPrairie Works Inc., every day is a chance to learn, collaborate, and thrive in a professional team environment! We are currently seeking a reliable and highly motivated individual to join our team as a Receptionist/Administrative Assistant in Grimshaw, Alberta. This is an excellent opportunity for someone who is looking to apply their skills and knowledge and to develop their professional career.

This position will report to the Senior Accountant/Administration Supervisor and will be responsible for a wide variety of clerical office duties in support of company administration. The work performed is varied, requiring confidentiality, communication skills, an ability to make ongoing adjustments within a complex environment, and an ability to meet deadlines.

Roles and Responsibilities:

• Respond to telephone, e-mail, and in-person inquiries from clients, business partners, employees and other parties.
• Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
• Provide support to the AP/AR department, Payroll department, the Controller and the Director of Operations, as required.

• Daily, first thing in the morning, review After-hours Answering Service messages for the previous night and document, file, and relay, if required, to appropriate individual.
• Maintain a call log for all incoming calls/e-mails and in-person inquires.

• Type forms, letters, reports, and memos as necessary.
• Assist in compiling data for various reports.
• Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure appropriate meals and equipment are in place.

• Book hotels for staff, issue PO, and provide PO, or Credit Card information, as required.
• Arrange and attend Management and Safety meetings as required; take, distribute, and archive meeting minutes.

• As a first point of contact, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
• Ensure that the appropriate evacuation procedures are in place and carried out in the event of an emergency.
• Observe and report any security issues.
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
• Manage and maintain appropriate stocks and office supply orders.
• Maintain adequate amounts of standard hardcopy forms (timecards, CWS, S&I sheets, Safety Forms, etc.) and re-order as necessary.

• Maintain reception, kitchen, and other general areas in a tidy and presentable manner.
• Perform other duties, as assigned.

Requirements:

• Business Administration Diploma, or an acceptable combination of education and experience.
• Strong written and verbal skills to communicate with all levels of the organization and its executive team.
• Strong knowledge of general office procedures.
• Ability to compose draft correspondence, including memos, letters, etc.
• Proficient knowledge of Microsoft Excel and Office.
• Superior telephone manners and strong interpersonal skills.
• Attention to detail and excellent organizational skills.

What we offer:

• Competitive wages and Health and Wellness benefit plan.
• Paid on-the-job training with additional learning opportunities.
• An inclusive and supportive team culture.
• And much more!

LaPrairie Works Inc. isa diversified and growing highway and bridge maintenance and civil construction specialist located in Western Canada. We are a member of LaPrairie Group of Companies, which has been in business in Western Canada since 1982 ( www.laprairiegroup.com ).