Administrative Assistant

About Us
Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 56 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 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.

The Opportunity
The Administrative Assistant will ensure the efficient and timely day-to-day operation of the office and provide administrative support to the management and staff. Working under the supervision of the Branch Manager or the designated supervisor(s), the Administrative Assistant will perform a variety of administrative and office support activities. Extensive software skills are required, as well as Internet research abilities and strong communication skills.

Duties & Responsibilities

1. Office Administration
   • Uses computer word processing, spreadsheet, and database software to prepare proposals, reports, memos, and other documents.
   • Creates project numbers for Project Managers.
   • Follows up & submit Inspection Reports to the City.
   • Covers reception lunch break and carries out reception tasks in that time frame.
   • Proposal Coordination – Gathers and utilizes information from different sources. Edits, formats, reviews, and proofreads for accuracy and completeness and liaises with various stakeholders to ensure a timely proposal submission.
   • Searches information on the company ERP system.
   • Provides ad hoc support when issues come up i.e., coffee machine or printer/photocopier has issues.
   • Forwards incoming general e-mails to the appropriate staff member.
   • Purchases, receives, and stores the office supplies ensuring basic supplies are always available.
   • Codes and files documents according to the established procedures.
   • Updates and ensures the accuracy of the organization's database.
   • Backs-up electronic files using proper procedures.
   • Liaises with administrative staff in other branch offices of the company.
   • Provides administrative support to management and other staff.
   • Performs month end duties as required.
   • All other tasks required for the smooth and efficient running of the office.

Reception

• Answers general phone inquiries in a professional and courteous manner.
• Directs phone inquiries to the appropriate staff members.
• Replies to general information requests with accurate information.
• Greets clients/suppliers/visitors to the organization in a professional and friendly manner.
• Checks the mail and completes deposit for the day with cheques, EFT’s & taking Visa/MasterCard Payments.

Skills & Qualifications

• High School Diploma/Post-secondary education in business, computers, or office management.
• 1-3 years’ experience in an office setting.
• Proficient in the use of Microsoft Office 365.
• Proficiency in Adobe InDesign & Gantt Charts is an asset.
• Highly organized, detail oriented.
• Ability to work well under pressure, plan, prioritize and multi-task.
• Strong analytical abilities.
• Excellent communication skills (oral and written).

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.
• Flexible working arrangements.
• 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 careers@aplinmartin.com.

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.