Receptionist/Administrative Assistant

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

Benefits offered by this job

Health benefits package

Education assistance program

Monthly health & fitness allowance

RRSP with employer matching

Career growth opportunities

Team social events

Job summary

Aplin Martin is seeking a Receptionist/Administrative Assistant for our Vancouver office. You will be the welcoming face, manage front-desk operations, and provide broad administrative support to staff and projects.

You will handle inquiries, greet visitors, coordinate logistics, and assist with document preparation and reports under the supervision of the Business Group Manager. A proactive, personable approach is essential.

Qualifications

• Receptionist or administrative experience in a professional services firm.
• Post-secondary education in business, computers, or office management is an asset.
• Proficient in Microsoft Office: Word, Excel, PowerPoint, Outlook.
• Ability to multitask and prioritize workload effectively.
• Ability to handle sensitive information with a high degree of confidentiality.
• Strong organizational skills with attention to detail.
• Exceptional interpersonal and communication skills.
• Positive, self-motivated with a service- and team-oriented attitude.

Responsibilities

• Answer general phone and email inquiries, directing inquiries to the appropriate staff members.
• Welcome clients, suppliers and visitors in-person in a professional and friendly manner.
• Administer and prepare incoming/outgoing mail and courier deliveries for distribution.
• Prepare and organize cheque runs.
• Arrange and schedule meetings as requested.
• Maintain the shared staff vacation calendar.
• Assist with organizing office events, such as catered lunches and social events.
• Order and maintain office stationery, promotional items, and supplies for photocopiers, washrooms, and kitchens.
• Maintain daily cleanliness of kitchen appliances, sink, garbage and recycling.
• Ensure professionalism and tidiness of the office spaces, including reception, boardrooms, and kitchens.
• Liaise with cleaners, building maintenance and other facility contacts.
• Participate in and support Health & Safety committee responsibilities.
• Prepare new hire workstation setups and conduct office tours and team introductions.
• Assist in preparing regularly scheduled and ad-hoc reports.
• Provide reception and administrative support to staff members and other teams as needed.
• Other tasks, errands and projects as assigned for the smooth and efficient running of the office.

Skills

Receptionist experience

MS Office proficiency

Multitasking

Confidentiality

Attention to detail

Interpersonal communication

Team-oriented attitude

Education

Post-secondary education in business/IT

Tools

ERP system

Job description

About Us

Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 57 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of around 300 talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees’ growth and development, and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.

Position Overview

The Receptionist/Administrative Assistant is the welcoming face and organizational cornerstone of our Vancouver office, meticulously managing front-desk operations and providing all-around administrative support. This role involves handling all incoming communications, greeting visitors, and ensuring the smooth flow of office logistics whilst also supporting the administrative and document review processes. A commitment to maintaining a professional and efficient environment is essential, alongside a proactive and personable approach to supporting staff and office operations. They will work under the supervision of the Business Group Manager.

Duties and Responsibilities

Reception

• Answer general phone and email inquiries, directing inquiries to the appropriate staff members
• Welcome clients, suppliers and visitors in-person in a professional and friendly manner
• Administer and prepare incoming/outgoing mail and courier deliveries for distribution
• Prepare and organize cheque runs
• Arrange and schedule meetings as requested
• Manage the shared staff vacation calendar
• Assist with organizing office events, such as catered lunches and social events
• Order and maintain office stationery, promotional items, and supplies for photocopiers, washrooms, and kitchens
• Maintain daily cleanliness of kitchen appliances, sink, garbage and recycling
• Ensure professionalism and tidiness of the office spaces, including reception, boardrooms, and kitchens
• Liaise with cleaners, building maintenance and other facility contacts
• Participate in and support with Health & Safety committee responsibilities
• Prepare new hire workstation setups and conduct office tours and team introductions
• Assist in preparing regularly scheduled and ad-hoc reports
• Provide reception and administrative support to staff members and other teams as needed
• Other tasks, errands and projects as assigned for the smooth and efficient running of the office

Administrative Assistant

• Generate, format, and proofread professional documents, including proposals, reports, and memos, utilizing word processing, spreadsheet, and database software.
• Gathers and utilizes information from different sources and liaises with various stakeholders to support and ensure a timely proposal submission process.
• Creates project numbers for Project Managers within the Enterprise Resource Planning (ERP) system
• Conducts research and retrieves data on the company ERP system.
• Maintains and updates the organizational database to ensure data accuracy and integrity.

Skills and Qualifications

• Previous receptionist or administrative experience, ideally within a professional services firm
• Post-secondary education in business, computers, or office management an asset
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to multitask and prioritize workloadeffectively
• Ability to handle sensitive information with a high degree of confidentiality
• Strong attention to detail with strong organizational skills
• Exceptional interpersonal and communication skills
• Positive, self-motivated with a service and team-oriented attitude

Compensation

The salary range for this position is $50,000 to $60,000 per year, commensurate with experience, skillsets, and qualifications.

Benefits & Rewards

• Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTD
• Education assistance program
• Monthly health & fitness allowance
• Group RRSP program & employer matching
• Equal opportunities for career growth and advancement within the organization
• Fun social, team building events and professional development activities
• A culture that supports learning, collaboration, and work-life balance

Aplin Martin is committed to fostering a supportive, diverse, and inclusive work environment where all employees feel valued, respected, and empowered to bring their authentic selves to work. We actively encourage applications from candidates of all backgrounds and identities. If you have any questions about accessibility or require any assistance during the hiring process, please reach out at [e-mail].

Aplin Martin is an equal opportunity employer and welcomes applications from candidates of all backgrounds. We thank all applicants for their interest, but only those selected for an interview will be contacted.