Administrative Assistant
Baseline Constructors - Waterloo, ON

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Baseline Constructors Inc- Administration Assistant May 2013
Roles and Responsibilities:
The purpose of this role is to field phone/fax communication, greet various parties as they enter the office, as well as perform basic office and accounting administrative functions, and assist all management departments (Project Managers, Estimating, Health & Safety, etc) as required.
Generally the day to day duties will fall within the broad scope of the tasks listed below, and duties will also include assignments issued as required to encompass the changing and growing needs of Baseline Constructors Inc. Priorities will be; Relieve management of administrative detail, coordinating work flow, update and chase delegated tasks to ensure progress to deadlines, assist with keeping projects on schedule, maintain office procedures manual to ensure consistent performance of routine, and taking initiative in manager's absence.

  • Manage switchboard, routing calls as appropriate, taking messages, screening calls or arranging callbacks to protect management time
  • Greet all visitors by offering refreshments, inform the appropriate staff of their arrival
  • Receive incoming courier packages, and prepare outgoing packages
  • Send, receive and distribute fax correspondence
  • Process daily outgoing mail using postage machine and distribute incoming mail & packages
  • Screen visitors to minimize interruptions, and “rescue” management from unbooked appointments
  • Manage boardroom bookings and welcome board
  • Assist with catering for meetings, job closings, etc. Miscellaneous housekeeping as required
  • Open and close reception, responsible for locking doors at the end of the day
  • Maintain a professional office appearance at all times

Office Administration and Accounting

  • Prepare vendor/subcontractor cheques for mailing
  • Office paperwork & job document filing/archiving
  • Assist with assembling and copying of job O&M Manuals and other copying as required
  • Word processing, Internet research and quote assembling, as required
  • Manage bi-weekly office supply orders and maintain appropriate quantities in reception stock room
  • Provide coverage to office manager during vacations and absences
  • Post Job ads and assemble resumes
  • Update Baseline Website with site photos and info
  • Be conscious of office budget and aim to reduce costs where possible

Other Departments

  • Assisting Estimating Department as requested by the relevant Estimator- chasing quotes, contracts, WSIB form 1000, bid tend day assistance
  • Contract administration- chasing subcontractors & organizing paperwork
  • Project Administration as requested by the relevant Project Manager.

About this company
Baseline Constructors Inc. is a General Contractor located in Waterloo, ON, involved in small to medium sized municipal water and sewage...