Office Assistant jobs in Canada

Gray Construction is looking for an Administrative Assistant to join the team in our Birmingham office!

Why Gray?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Data Centers, Distribution, and Advanced Technology.

Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

What we expect… (Essential Functions)

• Reads and routes incoming mail/e-mail. Locates and attaches appropriate file to correspondence to be answered by Manager.
• Follows up on outstanding documents including subcontracts and contract related documents and correspondence for incorporation into project files.
• Coordinate the submittal and shop drawing process with project team.
• Organizes and maintains file system including construction drawings, and files correspondence and other records electronically and in paper files.
• Coordinate proposal and bid package information and coordination of document release.
• Meet time sensitive deadlines with accuracy while maintaining a high degree of customer service.
• Coordinate tracking contract status, vendor relations, worker verification logs, and meeting minutes.
• Write Purchase Order Requisitions for manager approval and processing.
• Coordinate the archiving of project files.
• Coordinate and compile Operations and Maintenance Manuals at project closeout as a customer deliverable.
• May assist with writing Subcontract Change Orders and coordinating payment of invoices.
• Participate in the pool of candidates for receptionist backup.
• Performs other related duties as assigned.

Who we want… (Requirements)

The successful candidate will have bachelor’s degree or four (4) years of experience in an administrative position(s); or the equivalent combination both. Experience in construction or engineering firm is highly preferred. Must possess basic computer skills including the ability to utilize word processing, spreadsheets, software and e-mail. Experience with SharePoint is a plus. The selected candidate will have excellent communication skills. Must be physically present in the Birmingham office.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.

Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.

Supervisory Responsibilities

This position has no supervisory responsibilities.

EEO Disclaimer

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.