Receptionist and Administrative Assistant

Job Description

For more than 50 years, the building team has been giving life to countless construction projects, distinguishing itself by the high quality of its work, respecting the highest industry standards and aiming to obtain environmental certifications. Engineers, architects, and other building specialists work hard to meet deadlines and exceed client expectations, while improving the well-being of communities.

Office buildings, hospitals and research centers, educational institutions, residential buildings, hotels, shopping centers, factories, sports and cultural centers, our team excels at building these places using state-of-the-art tools and places people at the heart of its concerns by advocating an innovative collaborative approach.

Come build the future with us!

We are seeking a highly organized and professional receptionist 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, superior communication skills in English and French (asset), 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.
• Manage visitor security logs and ensure all visitors follow office security protocols.
• Handle incoming and outgoing mail and packages, distributing them to the correct personnel.
• Maintain the front office area, kitchen and boardrooms ensuring it is neat, organized, and always welcoming.
• Answer and direct incoming telephone calls and respond to general inquiries.
• Monitor and maintain the reception area, kitchen, boardrooms, and other shared office spaces to ensure they are clean, organized, and appropriately stocked.
  
  

Administrative Support:

• Perform general office administrative duties to assist Office Coordinator and other members of the office team.
• Assist with scheduling meetings and appointments, coordinating conference room bookings.
• Prepare and maintain office supplies inventory; order supplies when necessary.
• Prepare and send correspondence, memos, and reports as required.
• Support with employee onboarding and documentation as needed.
• Manage office equipment, ensuring all systems are operational and coordinating maintenance when required.
• Assist with data entry, filing, document organization, and maintaining accurate office records.
• Assist with printing, scanning, photocopying, document preparation, and other day-to-day administrative tasks.
• Assist with updating SharePoint access, files, and information.
• Assist with distribution of internal communications, office announcements, and information.
  
  

Additional Duties:

• Perform other duties as assigned by the Office coordinator.
• Ensure the confidentiality and security of office documents and files.
• Assist with organizing office events, meetings, and team-building activities.
  
  

Requirements

• College diploma or equivalent; additional certification in office administration is a plus.
• Minimum 2 yrs experience in similar role.
• 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

• 4 weeks of annual vacation;
• Flexible group insurance program upon entry (health and dental components paid by the employer);
• 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.
  
  

In accordance with applicable pay transparency legislation, EBC Inc. has included the expected salary range for this role, which is $45,000 - $75,000. Compensation within the range is determined based on relevant experience, qualifications, localization, and internal equity. Base salary is one component of EBC’s comprehensive total rewards offering, which may include performance-based incentives, extended health and wellness benefits, retirement savings programs, and career development opportunities.

As part of our commitment to fair and transparent hiring practices, EBC may use artificial intelligence (AI) tools to support the candidate pre-screening process. These tools are used responsibly and in accordance with applicable privacy laws as well as EBC’s policies. Final decisions always remain the responsibility of our qualified talent acquisition professionals.

EBC welcomes applications from First Nations, Inuit, and Métis candidates and is committed to fostering an inclusive, culturally safe workplace.