Previous receptionist or administrative experience, ideally within a professional services firm.
Intermediate proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to multitask and prioritize workload effectively.
Ability to handle sensitive information with a high degree of confidentiality.
Strong attention to detail and organizational skills.
Responsibilities
Answer general phone and email inquiries and direct inquiries to appropriate staff members.
Welcome clients, suppliers, and visitors in person in a professional and friendly manner.
Administer and prepare incoming and outgoing mail and courier deliveries for distribution.
Prepare and organize cheque runs.
Arrange and schedule meetings as requested.
Manage the shared staff vacation calendar.
Assist with organizing office events, including catered lunches and social events.
Order and maintain office stationery, promotional items, and supplies for photocopiers, washrooms, and kitchens.
Maintain daily cleanliness of kitchen appliances, sink, garbage, and recycling.
Ensure the professionalism and tidiness of office spaces, including reception, boardrooms, and kitchens.
Liaise with cleaners, building maintenance, and other facility contacts.
Participate in and support Health and Safety committee responsibilities.
Prepare new hire workstation setups and conduct office tours and team introductions.
Assist in preparing regularly scheduled and ad hoc reports.
Provide reception and administrative support to staff members and other teams as needed.
Complete other tasks, errands, and projects as assigned to support the smooth and efficient running of the office.
Generate, format, and proofread professional documents, including proposals, reports, and memos, using word processing, spreadsheet, and database software.
Gather and use information from different sources and liaise with stakeholders to support timely proposal submissions.
Create project numbers for Project Managers within the Enterprise Resource Planning system.
Conduct research and retrieve data on the company Enterprise Resource Planning system.
Maintain and update the organizational database to ensure data accuracy and integrity.
Desired Qualifications
Post-secondary education in business, computers, or office management is an asset.
About Us Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 57 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of around 300 talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees’ growth and development, and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.
Position Overview: The Receptionist/Administrative Assistant is the welcoming face and organizational cornerstone of our Vancouver office, meticulously managing front-desk operations and providing all-around administrative support. This role involves handling all incoming communications, greeting visitors, and ensuring the smooth flow of office logistics whilst also supporting the administrative and document review processes. A commitment to maintaining a professional and efficient environment is essential, alongside a proactive and personable approach to supporting staff and office operations. They will work under the supervision of the Business Group Manager.
Duties and Responsibilities:
Reception
Answer general phone and email inquiries, directing inquiries to the appropriate staff members
Welcome clients, suppliers and visitors in-person in a professional and friendly manner
Administer and prepare incoming/outgoing mail and courier deliveries for distribution
Prepare and organize cheque runs
Arrange and schedule meetings as requested
Manage the shared staff vacation calendar
Assist with organizing office events, such as catered lunches and social events
Order and maintain office stationery, promotional items, and supplies for photocopiers, washrooms, and kitchens
Maintain daily cleanliness of kitchen appliances, sink, garbage and recycling
Ensure professionalism and tidiness of the office spaces, including reception, boardrooms, and kitchens
Liaise with cleaners, building maintenance and other facility contacts
Participate in and support with Health & Safety committee responsibilities
Prepare new hire workstation setups and conduct office tours and team introductions
Assist in preparing regularly scheduled and ad-hoc reports
Provide reception and administrative support to staff members and other teams as needed
Other tasks, errands and projects as assigned for the smooth and efficient running of the office
Administrative Assistant
Generate, format, and proofread professional documents, including proposals, reports, and memos, utilizing word processing, spreadsheet, and database software.
Gathers and utilizes information from different sources and liaises with various stakeholders to support and ensure a timely proposal submission process.
Creates project numbers for Project Managers within the Enterprise Resource Planning (ERP) system
Conducts research and retrieves data on the company ERP system.
Maintains and updates the organizational database to ensure data accuracy and integrity.
Skills and Qualifications:
Previous receptionist or administrative experience, ideally within a professional services firm
Post-secondary education in business, computers, or office management an asset
Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to multitask and prioritize workload effectively
Ability to handle sensitive information with a high degree of confidentiality
Strong attention to detail with strong organizational skills
Exceptional interpersonal and communication skills
Positive, self-motivated with a service and team-oriented attitude
Compensation The salary range for this position is $50,000 to $60,000 per year, commensurate with experience, skillsets, and qualifications.
Benefits & Rewards
Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTD
Education assistance program
Monthly health & fitness allowance
Group RRSP program & employer matching
Equal opportunities for career growth and advancement within the organization
Fun social, team building events and professional development activities
A culture that supports learning, collaboration, and work-life balance
Aplin Martin is committed to fostering a supportive, diverse, and inclusive work environment where all employees feel valued, respected, and empowered to bring their authentic selves to work. We actively encourage applications from candidates of all backgrounds and identities. If you have any questions about accessibility or require any assistance during the hiring process, please reach out at [email protected].
Aplin Martin is an equal opportunity employer and welcomes applications from candidates of all backgrounds. We thank all applicants for their interest, but only those selected for an interview will be contacted.