Office Administrator (Grande Prairie, AB)

Job title: Office Administrator (Grande Prairie, AB)

Job description: Are you an enthusiastic, professional Administrator who delivers exceptional customer service? Do you have a strong work ethic, sense of humor, a willingness to learn, are self-motivated and a team player who can work on a variety of tasks simultaneously? If greeting visitors and making a great first impression is part of your DNA, then we would like to hear from you!

A Little About Us
At ISL, we share an enthusiasm for community infrastructure. From planning through to design and construction management, we create nimble teams to tackle the unique requirements of every project. Our technical expertise encompasses transportation, land use planning, civil engineering, municipal, landscape architecture, environmental management, heritage services, water, structural, community engagement, geomatics, construction services and 3D visualization. Just the right size, ISL delivers on complex projects while being small enough to maintain strong, cohesive project teams and personal client attention and service.

ISL’s Grande Prairie Office works collaboratively so that our employees can flourish and focus on our clients’ success. We are:

• Flexible – we understand the dynamic nature of life, so we offer flexible start and stop time to balance the demands of work and life
• Learning – you will have the freedom to grow your career the way you want to
• Tight knit – we work together as a team and support each other to get work done
• Fun – regular social activities and weaving fun into the day-to-day is just what we do!

A Little About You
Your cover letter must demonstrate:

• Your approach to communication and organization in a busy office setting

Your resume should show us:

• Minimum 3 years of experience in a similar role
• Proficient in Microsoft Word, Excel, Outlook, and Teams
• Excellent attention to detail with high standards for quality work
• Ability to adapt communication (face-to-face, telephone, email, etc.) for internal and external clients

Bonus points for:

• Certificate in Office Administration or equivalent

A Little More About the Role
Responsibilities:
This is a benefits eligible, permanent part-time role working a minimum of 20 hours per week. There may be potential for working more hours depending on business needs.

If you were working with us last month, here are some tasks you may have done:

• Greeted and directed office guests as well as managed incoming and outgoing calls in a professional manner
• Prepared courier packages and managed couriers/Canada Post
• Processed and distributed incoming mail, email, and faxes
• Coded invoices for processing
• Reconciled Visa charges for corporate card
• Drafted and distributed meeting minutes
• Lent your keen eye with a clear understanding and appreciation for the rules of grammar, to help format and produce documents (specifications, contracts, tenders, proposals, reports, memos, letters, PowerPoint presentations, charts, tables, meeting minutes, etc.)

• Ensured corporate branding was maintained in all documentation
• Compiled required components for proposals
• Coordinated production of custom graphic proposal components with Graphics Team, including project profile sheets
• Document printing, assembling, coiling/binding, and labeling
• Prepared draft client and/or subconsultant agreements as required
• Ensured fully executed contracts were filed in the correct folder and updated status on ISL database
• Coordinated logistics involved with booking flights, hotel accommodation and vehicle rentals
• Negotiated corporate rates with hotels in project locations
• Registered staff for courses, training, and industry events
• Assisted Human Resources with onboarding of new staff in the Grande Prairie office
• Ordered and maintained office supplies
• Assisted in negotiating/managing supplier contracts such coffee services, cleaners, recycling, etc.
• Managed a multi-line phone system
• Created and maintained digital and hard copy project files
• Prepared boardrooms for meetings, including ordering food/beverages when required
• Assisted in planning local charitable, client, and staff events
• Assisted in managing fleet vehicles and submitting unit reports for our accounting team
• Filing/document archiving and other administrative duties as required

We are engineers, technologists, planners, landscape architects, scientists, and their support teams that work together to deliver infrastructure, minimizing environmental impact and maximizing benefit to the community.

• We work on fascinating projects right in our community.
• We are nimble. We integrate the right team to solve our clients’ biggest challenges.
• We are social. Follow our hashtag #isllife on Twitter and Instagram or check out our YouTube Channel.
• We get together. Every year, Staff Development Seminar brings together ISLers from all over western Canada to learn, share and connect.
• We are independent problem solvers. Employee owned and operated, we like to work hard with minimum bureaucracy.
• We encourage and reward high performance. Employer paid benefits plan, Group RRSP, and competitive salaries with opportunities for annual bonus.

Want to find out more about this or other ISL career opportunities?

Visit us online at www.islengineering.com/about/join-the-team

Department: [0400] Grande Prairie – Corporate
This is a permanent part time position

Click Here to Apply

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