Administrative Assistant
1 Month Contract
Edmonton- ONSITE
$20- $24 Hourly
Responsibilities:
- Serve as the first point of contact for clients, visitors, and employees, providing professional and courteous reception services.
- Welcome visitors, escort guests to meeting rooms, and offer refreshments as required.
- Answer, screen, and direct incoming telephone calls, taking messages and responding to general inquiries.
- Manage incoming and outgoing mail, courier packages, and deliveries, ensuring timely distribution.
- Maintain a clean, organized, and professional reception area, boardrooms, and meeting spaces.
- Coordinate meeting room bookings and support meeting logistics and scheduling requirements.
- Monitor and maintain office, kitchen, and stationery supply inventories; place orders as required.
- Assist with budget tracking, reconciliations, and reporting related to office supplies, services, and administrative expenses.
- Coordinate business card requests for new hires and existing employees.
- Troubleshoot office equipment issues and liaise with vendors to arrange repairs and maintenance services.
- Monitor office printers, copiers, and related equipment to ensure adequate supplies and functionality.
- Maintain accurate corporate contact directories and employee information records.
- Coordinate facility-related requests with building management and service providers.
- Ensure kitchens, photocopy rooms, and common areas remain clean, organized, and fully stocked.
- Coordinate document shredding services and maintain secure records disposal processes.
- Support employee onboarding by preparing welcome packages and maintaining employee contact lists.
- Assist with office maintenance initiatives, including carpet cleaning, plant care, and workspace organization.
- Prepare and process expense reports for designated team members through the expense management system.
- Train and provide guidance to temporary staff and coordinate administrative coverage during employee absences.
- Coordinate catering arrangements and logistics for meetings, training sessions, and corporate events.
- Support the planning and execution of local and national company events, including venue selection, catering, invitations, and event coordination.
- Assist with office relocations, reconfigurations, and workplace expansion projects.
- Provide administrative support for special projects and other duties as assigned.
- Assist Property Administrators with the sorting, distribution, filing, posting, and processing of corporate and property-level invoices.
- Create and maintain vendor profiles and records within the Yardi property management system.
- Generate, print, distribute, and maintain financial and operational reports as required.
- Ensure accuracy and compliance with established accounts payable and administrative procedures.
- Provide comprehensive administrative and operational support to ensure the efficient day-to-day functioning of the office.
Qualifications:
- Minimum 2-3 years of experience in reception, office administration, customer service, and office operations support.
- Demonstrated ability to manage multiple priorities, multitask effectively, and work independently in a fast-paced environment.
- Strong commitment to delivering exceptional customer service with a positive, professional, and enthusiastic attitude.
- Proven ability to take ownership of responsibilities, exercise sound judgment, and work both independently and collaboratively within a team environment.
- Excellent verbal and written communication skills, with the ability to interact professionally with employees, clients, vendors, and visitors.
- Experience drafting professional correspondence, preparing reports, and developing presentations using a variety of source materials.
- Advanced proficiency with Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel.
- Experience with Canva or other design and content creation tools is considered an asset.
- Strong organizational skills with a high level of accuracy, attention to detail, and commitment to quality.
- Demonstrated ability to complete tasks in a thorough, timely, and efficient manner while meeting deadlines.
- Dependable and reliable with a strong attendance record and consistent follow-through on commitments.
- Strong problem-solving skills with the ability to identify issues and implement practical solutions.
- Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
- Adaptable and flexible, with the ability to respond effectively to changing priorities and operational needs.
What You'll Get in Return:
- You will have the opportunity to work with a talented team of professionals in a dynamic and supportive environment. Client is offering competitive compensation, professional development opportunities, and the chance to make a significant impact on our clients' success.
What You Need to Do Now:
- If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
- If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
This posting is for an existing vacancy with the organization.
AI may be used to screen, assess or select applicants for the position.
