The responsibilities of the role include:
1. Organizing construction document filing systems and updating project
information.
2. Recording project data and presenting reports to the project manager.
3. Attending on-site inspections with city inspectors, facilitating access, documentation,
and addressing concerns raised at the inspections.
4. Determine, establish, organize and coordinate all office procedures and operations.
5. Schedule appointments and coordinate meetings.
6. Maintain office files, databases and records.
7. Review Subcontractor and supplier invoices and ensure they are correct.
8. Provide administrative support to the team, including managing calendars, scheduling
meetings, and making travel arrangements and reservations on behalf of the employer.
Answer and direct phone calls, take messages, and respond to inquiries in a professional
and timely manner.
9. Greet visitors and ensure they are directed to the appropriate person.
10. Maintain Materials supplies inventory by checking stock levels and placing orders as
needed.
11. Preparing, editing proofreading documents, reports, and presentations.
12. Compile data, statistics and other information to support the employer.
13. Organize and maintain physical and electronic filing systems, ensuring accuracy and
confidentiality.
14. Perform data entry tasks and update databases as necessary.
15. Handle incoming and outgoing mail, packages, and deliveries.
16. Record and prepare minutes of meetings.
Requirements and Qualifications
* One year experience as an administrative assistant or in a similar role.
* Completion of a Secondary (high) school graduation certificate.
* Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
* Strong attention to detail and accuracy in all work performed.
* Proficient in computer applications such as Microsoft Office Word, Excel, PowerPoint, and
Outlook.
* Ability to work independently with minimal supervision.
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