Administrative Assistant - part-time - Military veterans preferred

2020-03-26
AECOM (www.aecom.com)
Other

/yr

  full-time   employee   contract


Victoria
Canada

Canada - British Columbia, Victoria

Job Summary

AECOM is searching for an Intermediate Administrative Assistant. This is part-time position to be based in the Victoria, BC office.

The responsibilities of this position include, but are not limited to:

  • Administrative support to one or more Managers within a group, office or business unit reports directly to the Manager of Administration for BC as well as the Victoria Office Manager.

  • Provides strong administrative support for the Branch team such as reports, specifications, letters, memos, spreadsheets, scheduling meetings, making travel arrangement and maintaining inventory and ordering of office supplies.

  • Responsible for answering the main switchboard as the first attendant

  • Maintain routine/confidential records and files as per ISO9001 standards

  • AP coding for project related expenses requiring PM Approval as well as coding for indirect branch expenses requiring Admin Manager’s approval and submitting to Toronto AP for processing

  • Prepares progress payments for PM projects

  • APIC Super User for the Branch Office

  • Main Timekeeper for the Branch Office. Duties would include collection of manual timesheets and approval signatures for Branch office & authorization, transfer to Toronto

  • Responsible for assisting staff with processing I Expense claims and submitting to Toronto

  • Responsible for providing support for all bookings of travel for the Branch office

  • Responsible for providing support with booking of conferences/seminars for the Branch office

  • Corporate & office stationery ordering & business card orders

  • Incoming/outgoing couriers

  • Office equipment maintenance & facility needs

  • Assisting Office Manager with planning of office related events/socials

  • Health and Safety Committee Member

  • Marketing Administrative Support

  • Maintenance of AECOM CRM (Salesforce) System as need based on Business Line needs

  • This position requires a good understanding and knowledge of RFP requirements

  • Bid Searches

  • Additional duties as assigned

Minimum Requirements

  • High School diploma + 2 years of relevant experience or Diploma/Certificate in related field

  • Proficient with Word, Word Formatting, Excel, PowerPoint, Outlook, and other programs

Preferred Qualifications

  • Ideally 3+ years of administrative experience in an office setting

  • This position requires a good understanding and knowledge of RFP requirements

  • Advanced skill set in Microsoft Suite including Word, Excel, Outlook and PowerPoint

  • SharePoint skill set would be an asset.

  • Must be a self-starter and have good decision-making abilities

What We Offer

When you join AECOM, you become part of a company that is pioneering the future . Our teams around the world are involved in some of the most cutting-edge and innovative projects and programs of our time, addressing the big challenges of today and shaping the built environment for generations to come. We ensure a workplace that encourages growth, flexibility and creativity, as well as a company culture that champions inclusion, diversity and overall employee well-being through programs supported by company leadership. Our core values define who we are, how we act and what we aspire to, which comes down to not only delivering a better world , but working to “make amazing happen” in each neighborhood, community and city we touch. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

Job Category Administrative Support / Secretarial

Business Line Water

Business Group Design and Consulting Services Group (DCS)

Country Canada

Position Status Part-Time

Requisition/Vacancy No. 236212BR

Clearance Required No

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.