Office Administrator

Position Overview

The Office Administrator will perform a variety of administrative, organizational, and executive support duties, requiring flexibility with assignments and the ability to work with a geographically dispersed team of development professionals. The Office Manager will need to have a strong background supporting administrative functions and assist the overall office management. 

District Overview

Kiewit's presence in Eastern Canada encompasses several major markets and provides incredible opportunities to work on a variety of projects. With some groups focusing on transportation infrastructure and others focusing on power, renewable energy, industrial, and heavy mechanical equipment installation, Kiewit is uniquely equipped to adapt to changing markets and provide you with continuous opportunities to grow.

Location

This position is in-person based in Oakville. 

Responsibilities

Office management, including: 

• Managing main reception desk – greeting visitors and directing them as needed 
• Maintaining a clean and efficient office environment, including kitchen and boardroom areas through effective management of the office cleaning subcontractor.
• Maintaining and tracking office supply inventory and unpacking supplies including computer equipment, furniture, printers
• Scanning, copying, and distributing correspondence or other printed materials 
• Office desk / computer set up, stationary supplies. 
• Administration of site security access keys  
• Meeting rooms administration and bookings
• Proofreading and formatting presentation materials, as may be required

Management team support, including: 

• Supporting project team travel bookings and expense submissions 
• Being the main point of contact for the office
• Work closely with Kiewit District EAs and assist  the project management in coordinating meetings
• Working closely with the management team and assist them in various administrative tasks, as may be required 
• Assist with special projects, as may be required 
• Other administrative tasks, as may be required 
• Meetings and events coordination, including: 
• Assisting with scheduling conference room bookings and conference room booking conflicts and auditing on a monthly basis
• Arranging for dining reservations as well as receiving and setting up catering for team members’ internal and/or external business meetings 
• Support coordinating team socials and local events as required
• Setting up AV requirements for any  project-wide and onsite executive presentations 
• Being proactive in offering support with presentation set-up, virtual meetings, external guest support
• Manage team travel schedule; booking, canceling, and rescheduling travel accommodations
• Coordinating logistics for all conference dinners, events and meetings 

Expense management, including: 

• Expense management, tracking and submission of office expenses and executive team members’ expenses
• Coding and submitting office/corporate invoices 
• Creating and submitting project purchasing orders, as applicable
• Tracking specific project invoices
• Following up with Accounts Payable to ensure payment is completed in a timely manner
• Reconciling invoices within internal systems

Qualifications

• Relevant college / post-secondary education is desirable
• Must have valid full G driver’s license
• 1-3 years of relevant experience in managing day-to-day operations including administrative tasks is an asset
• Excellent spelling and grammar skills 
• Excellent communication skills (verbal and written) and comfortable presenting 
• Excellent organizational skills with the ability to calmly juggle competing priorities 
• Ability to multi-task and prioritize 
• Detail-oriented, precise, and proactive in their approach to work, and able to manage tasks of various types with minimal supervision
• Able to establish and maintain effective working relationships with the project team and district
• Exceptional skills in Experience and high level of proficiency using a variety of software packages including MS Word, Excel, PowerPoint and information databases to prepare correspondence, documents and generate reports
• Fast-paced office environment; must be able to interact professionally with all levels of management while simultaneously managing a diversified workload and challenging situations efficiently and effectively
• Discretion with confidential and or sensitive matters and information.
• Personable with good verbal communication skills and exudes a sense of personal style
• Ability to motivate and lead self and others to deliver results.
• Process oriented while also able to think of solutions critically and creatively
• Excellent customer service skills to respond to inquiries from a variety of internal and external stakeholders and from people of diverse language and cultural backgrounds.  #LI-GH