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16054133 - Administrative Assistant
- Location Ottawa
- Job type Contract
- Salary Negotiable
- Discipline Rail and Transport
- Reference JOB-22841_1655133554
Location: Ottawa, Ontario - Onsite Employment Type: Contract Contract Duration: 1 year (Potential end date: June 23rd, 2023 with the possibility of extension or conversion to full time) Job Title: Administrative Assistant
Job Summary The Administrative Assistant will be responsible for providing a wide range of administrative services including on-site reception support and assisting Functional Departments - Legal & Contracts, PMO, Engineering, Operations, Administration and Finance in day-to-day running of programs and bids.
Essential Functions / Key Areas of Responsibility
- Greet visitors, ensure they present valid photo identification, sign the Visitor's Log, distribute appropriate security badge, and announce to relevant individual or department;
- Answer incoming telephone calls in a professional and efficient manner and route them as appropriate;
- Distribution of incoming mail;
- Post outbound mail, maintain postage machine and track courier deliveries;
- Assist with the management of the coffee/tea supplies;
- Order office supplies, maintain inventory of in-house office supplies;
- Order catering, track details and assist with the setup/clean-up;
- Update the company digital information screens on a weekly basis;
- Manage all aspects of incoming and outgoing correspondence, coordinate meetings, and respond to inquiries;
- Set-up internal document reviews in TFS and closely track for completion;
- Format correspondence, reports, proposals and contract deliverables using in-house templates;
- Follow company policies and processes, utilize Team Foundation Server (TFS), Sharepointe and maintain all aspects of electronic filing systems including logging, retention, and disposal;
- Coordinate and track project deliverables and outstanding actions;
- Create SAP purchase requisitions as required;
- Assist in the preparation of quotes and proposals;
- Perform other duties assigned by the leads of these functional departments: Legal & Contracts (L&C), PMO, Engineering, Operations, Administration and Finance and provide backup to other Administrative staff as required;
- Prepare for all aspects of in-house meetings; and
- Track and report information pertaining to the Lobbying program.
Work Experience:
- 3 + years performing similar work
Knowledge and Skills Required:
- Strong organizational skills and ability to balance multiple priorities
- Proficient in the use of MS Word, Excel, and PowerPoint
- An interest in working in a fast-paced, demanding environment with a steep learning curve
- Ability to work independently;
- All applicants must be able to obtain a Canadian security clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR Program;
- SAP Knowledge is a plus
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