Office Administrator

Office Administrator

British Columbia

Today is the day to boost your career! Pinchin is seeking an Office Administrator to join our team to assist in project management and coordination.

The Office Administrator will contribute to the smooth and effective operation of our Kelowna office, as well as provide project management system support to a team of environmental professionals in order to ensure the smooth and effective execution of client projects. This position is required to be in the office full-time.

A Day in the life of an Office Administrator at Pinchin:

• Assist Project Managers in coordinating projects and managing schedules, tracking key milestones and deliverables, utilizing both manual methods and software tools.
• Work closely with client contacts, providing scheduling updates and team information relevant to project execution.
• Utilize software programs like Microsoft Project Planner, Monday Scheduler, and Vision to efficiently organize the team.
• Prepare various documents, including proposals, schedules, and client deliverables, ensuring timely delivery.
• Schedule and coordinate internal and external meetings, take meeting minutes while following up on action items.
• Prepare client invoices in compliance with contract terms.
• Maintain effective communication with the project team and clients to ensure smooth project execution and administrative compliance.
• Support Office Manager.
• Generate shipping slips and receive office packages as required.
• Answer the phone, re-direct calls, and greet visitors in a polite manner.
• Receive client and vendor phone calls and redirect as required.
• Book trainings and seminars for staff.
• Responsible for payments and organizing receipts for expense reports.
• Order PPE and tools, keep track of stock.
• Issue PPE and tools for staff.
• Complete monthly office safety audits, as required.
• Assist in generating office expense reports/invoices as required.
• Set up virtual and in-person meetings.
• Prepare PowerPoint presentations for staff meetings and other as required.
• Assist with taking minutes as required.
• Maintain the kitchen and common office areas clean and organized, re-stock coffee machine, order supplies.
• Assist with Social Committee duties as required.
• Provide onboarding and new hire support.
• Support departing staff.
• Timely assembly, printing, delivery of reports, letters, etc.
• Project setups to ensure accuracy of details maintained in company project management system (Vision).
• Receive/process internal samples for lab.

What you bring to the Pinchin team:

• Required: High School Diploma and Secretarial or Administrative Assistant Course
• Preferred: 1-year Business Administration or Business Computer Course
• Minimum two years of experience in administrative functions, particularly in team scheduling and coordination.
• Advanced proficiency in Microsoft Office products (Outlook, Teams, Word, Excel, Planner, etc.).
• Familiarity with Foxit PDF Editor.
• Knowledge of Zoom and other virtual meeting software.
• Experience and working knowledge in environmental consulting, including hazardous materials, is an asset.
• Strong communication and organizational skills.
• Ability to multitask with high attention to detail.
• Capability to work independently with minimal supervision under strict deadlines.
• Strong interpersonal skills, with the ability to collaborate effectively with all levels of the organization.
• Able to work both independently and in a team setting.

What’s in it for you:

Of course, we offer competitive salaries and great benefits, but what makes Pinchin stand out from the crowd? Above all else, we care about our employees and the world around us! Our employees enjoy tailored training, mentoring and career development programs. We have opportunities for community involvement including many environmental initiatives, a casual dress code, paid personal days, three weeks’ paid vacation to start, reimbursement for association membership dues, wellness spending account through corporate insurance, social activities, team building events, corporate hotel rates and much more! All of this and more in an inclusive, dynamic work environment!

Please note: Our recruitment process may involve online testing, depending on the position. As an employee of Pinchin, you will be required by our clients to undergo security clearances to gain access to certain client files. We thank all applicants for their interest in a career at Pinchin; however, only those selected to continue will be contacted.

No agency phone calls please.

Why Pinchin?

At Pinchin, our employees are the heart of our business. If you’re ready to build on your administrative skills, we have the resources and experts to support your career growth. We provide a dynamic and forward-thinking culture based on integrity, respect, social responsibility, and a passion for learning.

About Us

Pinchin Ltd. is a multidisciplinary consulting firm that provides a wide range of engineering, building sciences, geosciences, environmental, and occupational health and safety solutions across Canada. We are committed to employment practices that promote a diverse and inclusive work environment. If you require reasonable accommodation during any stage of the recruitment process, please inform us.

Working together, making things better!