JOB SUMMARY
Quattro Constructors, a Vancouver-based civil infrastructure firm, is seeking a highly organized and proactive Administrative Assistant to support its Corporate Services and Senior Leadership Team. This full-time, in-office position is ideal for an administrative professional who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in keeping operations organized and running efficiently.
The successful candidate will play a key role in coordinating administrative activities, managing documentation and communications, scheduling meetings and events, preparing professional correspondence, and supporting a variety of corporate initiatives. Acting as a trusted administrative resource, this role helps streamline day-to-day operations, enabling senior leaders to focus on strategic priorities while ensuring a high level of organization, professionalism, and service across the business.
This position offers exposure to a broad range of corporate functions within a growing civil infrastructure company, including executive administration, human resources, marketing and communications, and business operations, with opportunities for professional development and long-term growth.
ESSENTIAL SKILLS & RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Corporate Support
- Provide general office support, including answering phones, processing messages, assisting with IT setup, filing documents, distributing mail, coordinating courier/messenger services, and preparing and sending packages;
- Oversee office operations, including placing supply and equipment orders, managing deliveries and inventory, maintaining office cleanliness, coordinating maintenance work, and supporting office-related needs.
- Support project administration by preparing, organizing, filing, and distributing project documentation such as correspondence, reports, drawings, permits, safety records, meeting minutes, RFIs, submittals, and closeout materials;
- Maintain project and vendor information in internal systems, ensuring records are accurate, current, accessible, and aligned with company document control practices;
- Support project and field teams with administrative tracking for training, safety documentation, site access requirements, onboarding materials, and other compliance-related records; and
- Prepare and maintain spreadsheets, trackers, reports, presentations, and other administrative tools to support operational visibility, deadlines, and project follow-up.
Marketing and Communications
- Create, coordinate, implement, and maintain internal and external marketing and communications materials, including social media content, website updates, company newsletters, merchandising, graphics, and templates, consistent with branding guidelines; and
- Quattro-fy and update resumes, project profiles, and related marketing or proposal-support materials as needed.
Social Media
- Manage social media platforms, including maintaining the social media calendar, coordinating content, scheduling regular posts, and sending posts for approval from internal and external stakeholders; and
- Analyze social media metrics and adjust efforts to optimize platform performance; and
- Engage with social media comments, mentions, and competitors’ and partners’ posts from Quattro accounts.
Events
- Coordinate and execute company events, including corporate functions and team-building activities, by liaising with stakeholders and vendors to confirm availability, pricing, logistics, communications, materials, and on-site requirements; and
- Track and manage event budgets, expenses, and related approvals.
Executive Support
- Provide executive administrative support to Senior Leadership, ensuring the seamless flow of daily activities, priorities, communications, and follow-up items;
- Coordinate internal and external meetings, calls, staff meetings, and activities, including proactive calendar management, scheduling conflict resolution, preparation of meeting materials, and coordination of meeting locations, supplies, and refreshments;
- Update and maintain business contact information;
- Coordinate travel arrangements for Senior Leadership and staff; and
- Other tasks as delegated by Senior Leadership.
RECOMMENDED MINIMUM QUALIFICATIONS
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience
- High School Diploma or GED and 3 years related experience providing administrative support; and
- Advanced knowledge of Microsoft Office Word, Excel, PowerPoint and Outlook, Adobe Acrobat, and Canva.
Certifications and/or Licensing Requirements
- Required company or regulatory certifications; and
- Required company safety certifications.
LANGUAGE, MATH, AND REASONING ABILITY
- Ability to read and comprehend simple instructions, correspondence, and reports;
- Ability to write correspondence and reports;
- Ability to apply concepts such as percentages, ratios, and proportions to practical situations; and
- Ability to identify issues, collect data, establish facts, and present options for resolution.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is:
- Regularly required to sit and talk or hear;
- Frequently is required to stand and walk;
- Occasionally required to use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, or crouch;
- Occasionally required to lift and/or move up to 10 pounds; and
- Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.
ENVIRONMENTAL CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee is:
- Required to work in an office environment in an open cubical workstation, subject to office noise typical of a professional office; and
- May travel to projects as needed (visits to project sites involve exposure to outside weather elements).
Pay: From $50,000.00 per year
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Experience:
- Administrative: 3 years (required)
Location:
- Vancouver, BC V6C 1T2 (required)
Work Location: In person
