office administrative assistant

Work setting

• Relocation costs not covered by employer
• Construction
• Construction company

Budgetary responsibility

• $500,001 - $1,500,000

Responsibilities

Tasks

• Assist with staff consultation and grievance procedures
• Coordinate the activities of the HR department in order to ensure they meet the organization’s goals
• Coordinate the flow of information within the team
• Direct and control daily operations
• Direct staff
• Evaluate daily operations
• Motivate staff
• Open and distribute mail and other materials
• Plan and control budget and expenditures
• Plan and organize daily operations
• Review HR projects to assure compliance with laws and regulations
• Supervise other workers
• Establish and implement policies and procedures
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Plan, develop and implement recruitment strategies
• Schedule and confirm appointments
• Manage contracts
• Manage training and development strategies
• Answer telephone and relay telephone calls and messages
• Oversee the analysis of employee data and information
• Answer electronic enquiries
• Oversee development of communication strategies
• Compile data, statistics and other information
• Oversee the preparation of reports
• Advise senior management
• Respond to employee questions and complaints
• Order office supplies and maintain inventory
• Liaise with management, union officials and HR consultants
• Organize staff consultation and grievance procedures
• Oversee payroll administration
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Conduct research
• Perform data entry
• Provide customer service
• Work with the marketing department to understand and communicate marketing messages to the field
• Recruit and hire workers and carry out related staffing actions
• Recruit and hire staff
• Maintain and manage digital database
• Perform basic bookkeeping tasks
• Consult with clients after sale to provide ongoing support
• Supervise office and volunteer staff
• Manage knowledge

Supervision

• 5-10 people
• Committees
• Staff in various areas of responsibility

Experience and specialization

Computer and technology knowledge

• Google Docs
• MS Excel
• MS Outlook
• MS PowerPoint
• MS Windows
• MS Word
• Electronic scheduler
• Adobe Photoshop
• Database software
• Project management software
• MS Office
• Google Drive
• LinkedIn
• Electronic mail

Technical terminology

• Engineering
• Business

Area of work experience

• Purchasing, procurement and contracts
• Human resources

Area of specialization

• Correspondence
• Reports and records
• Contracts
• Invoices
• Project management
• Business process management
• Facility management
• Payroll services

Additional information

Security and safety

• Enhanced reliability security clearance
• Confidential security clearance

Transportation/travel information

• Vehicle supplied by employer
• Valid driver's licence
• Public transportation is available

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Repetitive tasks
• Large caseload
• Large workload
• Work with minimal supervision

Personal suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Flexibility
• Judgement
• Organized
• Team player
• Accurate
• Client focus
• Reliability
• Time management
• Adaptability
• Accountability
• Dependability
• Due diligence
• Quick learner