Quartek is seeking a dedicated and organized Office Administrative Assistant to join our team. The ideal candidate will be the primary point of contact for our clients and visitors, delivering exceptional customer service and providing administrative support. This role requires strong communication skills, proficiency in office software, and the ability to manage multiple tasks efficiently in a fast-paced environment.
Who we are:
At Quartek, we believe in achieving career aspirations while improving communities and lives by applying our passion, expertise, and experience to a wide variety of private and public development and infrastructure initiatives. We are industry-leading architects, engineers, and planners working under a single banner delivering integrated design services.
What will you do?
-As a front-line worker, present a positive and professional image of the organization by:
- welcoming visitors, suppliers, inquiries, and other interactions;
- monitoring lobby access, maintaining visitor logs, screening deliveries, and seamlessly directing arrivals to the appropriate staff or department;
- receiving telephone and e-mail inquiries, taking messages and/or referring inquiries to appropriate individuals or departments across the organization.
-Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
-support professional/technical staff as required with word processing, graphics, layout, printing, copying, binding, publishing for specifications for document preparation and production using MS Word or other software.
-Organize, maintain, and coordinate office records and files in their proper locations.
-Coordinate the logistical aspects of corporate and departmental programs, such as meetings, seminars, workshops, special projects, and events; specific duties to include arranging and booking meetings in boardrooms, off-site conference halls, and other locations, ensuring the appropriate presentation equipment is there, arranging meals and refreshments, etc.
-Monitor office stationery, kitchen, and housekeeping supplies and order as necessary.
-Take the lead in keeping the office reception area, meeting rooms, and coffee station in a tidy and presentable manner, as well as water plants and coordinate weekly office cleaning by 3rd party as required (individual staff are responsible for dealing with their dishes and mugs, cleaning up after use of the kitchen and main floor kitchenette, their own desk space, etc.)
-Provide information to staff and/or clients about special activities.
-Participate in social committee, and take lead on logistics for social/teambuilding events
-Arrange for tickets and attendance at technical, professional and community events.
-Liaise with community partners (eg. Community Care) as directed by President.
-Schedule appointments as requested.
-Assist in ensuring that the appropriate evacuation procedures are carried out in the event of an emergency.
-Observe and report any security issues to the IT Manager and the President.
-Arrange travel bookings via approved providers, distribute tickets to staff, and keep appropriate records.
-Assist in monitoring ‘MERX’, Biddingo, ‘Bids&Tenders’ websites and notify/distribute opportunities to staff.
-Coordinate involvement in and attendance at professional / business / promotional / charitable events including conferences, seminars, dinners, golf tournaments, etc.
-Monitor supplies and coordinate purchase of company swag and promotional material.
What do you need to succeed?
-High school diploma.
-3-5 years of experience in a work environment involving working in a team setting servicing customers/clients is preferable, but not mandatory.
-Knowledge of general office procedures.
-Superior telephone manners and strong interpersonal skills.
-Above-average word-processing skills.
-Proficiency with productivity software, including MS Word and Excel.
-Ability to write simple correspondence, including memos, letters, etc.
-Possession of basic analytical, problem-solving, and general mathematical skills.
-Ability to apply understanding to carry out instructions in written, verbal, or diagram form.
-Flexibility to meet changing work needs and demands.
-Effective attention to detail and a high degree of accuracy.
-High level of integrity, confidentiality, and accountability.
-Strong work ethic and positive team attitude.
-Sound organizational, planning, prioritization, and execution skills.
-Ability to respond appropriately in pressure situations with a calm and steady demeanour.
-Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items or ability to learn same quickly.
-Records maintenance skills and ability to maintain filing systems and basic databases.
-Strong written and verbal skills to communicate with all levels of the organization and its executive team.
-Strong customer service orientation.
What’s in it for you?
Quartek Group offers a relaxed, friendly, and collaborative work environment, competitive compensation and benefit packages, and opportunities for advancement.
Our offices are located in the beautiful Niagara Region, home to award-winning wineries, micro-breweries, numerous culinary options, cycling and other active recreational opportunities, a burgeoning art community with the FirstOntario Performing Arts Centre, world class sporting events and shows at the Meridian Centre, and Toronto and Buffalo are only 60 minutes and 30 minutes away, respectively. It’s a great place to live and work!
Apply to this Position:
To apply to this position please email your resume and cover letter to [email protected], indicating the position for which you are applying.
We appreciate all interested submissions, but only qualified candidates will be contacted.
Pay: $17.20-$22.00 per hour
Work Location: In person
