Main functions:
Come Build Your Career at Aecon! As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities. At Aecon, you can count on: Safety First. Our number one core value. If we cant do it safely, we dont do it at all. Integrity. We lead by example, with humility and courage. Accountability. Were passionate about delivering on our commitments. Inclusion. We provide equitable opportunities for everyone. We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us! At Aecon we: Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being Believe in helping you build your career through our Aecon University and Leadership Programs Are committed to supporting and investing in inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon. Are a leader in sustainable construction. With a strong commitment to operating responsibility by minimizing our impact on the environment and surrounding communities. Our business success relies on strong execution and continuous improvement driven by the diversity, expertise and teamwork of our people. Were always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community! About Us The Shoreline Power Group is a fully integrated Joint Venture of Aecon, United and AtkinsRalis located in Kincardine, Ontario. Shoreline Power Group is the centerpiece of the Major Component Replacement (MCR) program which replaces the main components of 6 reactors at the Bruce Power Nuclear Generating Station. The scope of work includes the removal and replacement of calandria tubes, pressure tubes, and feeders as well as construction management and trade labor. This project is part of Bruce Powers Life Extension Program, which will allow Bruce Powers CANDU units to continue to operate safely through to 2064. Reporting to the Project Director, the Office Manager is responsible for superior customer service to the entire team. They will perform a variety of complex, and at times, confidential administrative, financial, and managerial tasks requiring a thorough knowledge of company policy and procedures. This position requires strong organizational skills to allow the office to run efficiently and the ability to work independently and as part of a team exercising judgment and initiative. The role may work for and support several departments and/or managers. What You'll Do Here Reception As the first point of contact for company, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions Provide general support for visitors and or new employees Ensure that every guest is signed in, and the appropriate employee is notified of the visit Take and record telephone, e-mail, or written messages for employees Observe and report any security issues to supervisor Mail Receive and coordinate office mailings (Internal and External) Receive and sign for couriers and record on the tracking sheet Monitor and track packages and shipments as necessary Put together outgoing couriers Order courier supplies as required Information Maintenance Coordinate and manage in/out log for all employees Ensure that the appropriate evacuation procedures (with the in/out log) are followed in the event of an emergency Update company contact lists monthly and coordinate with Nuclear Head Office on the master list Coordinate with IS and maintain Global Address Book (Outlook) for all employees to ensure their information is up to date and maintain project email distribution list in the Global Address Book (Outlook) Office Duties Prepare pre-qualification documentation for Business Development Market study data manipulation. Market research. Property management and set-up for new facilities. Maintaining the office condition and arranging necessary repairs. Ensure that all items are invoiced and paid on time. Prepare PowerPoint presentations. Prepare all meeting minutes, agendas, and other documentation for meetings. Order promotional items as requested from the (E-Store) for all sites and employees. Take weekly Stapless inventory and order replenishment supplies as necessary. Take bi-weekly Coffee inventory and order replenishment supplies as necessary. Project Administration Perform and maintain daily documentation, filing and meeting minutes. Create, monitor, and maintain security set up for filing system for share point sites or electronic folder system. Create and maintain organizational charts for departments. Proofread documents for correct English usage, grammar, and spelling. Manage the project vacation approval forms and vacation tracking. Maintain appointment schedules, calendars, and arrange meetings internally as well as with outside clients. Order catering for meetings. Take meeting minutes as required. Support various project initiatives, including the positive recognition observation program (PROPS). Assist with the planning, administration, registration, and coordination of company events (i.e., Leadership Matters, Golf Tournament, Christmas Party, Christmas Lunch, BBQs, etc.). Coordinate department or project specific Team Building events. Travel Arrangements & Expenses Make travel arrangements for all employees as required Complete expense reports for SMT and submit to Concur for processing Complete expense form for managers and submit to Concur Update and maintain travel profiles Confirm, print, and have available all travel plans for each individual that travel has been booked for Schedule appointments for various events including organizing meetings, conferences, dinners Register, complete and coordinate all documentation associated to travel, conferences, forums that management is attending Manage the in/out log within Outlook for those that you have booked travel for Accountable for coding, acquiring signatures and submitting invoices to A/P Housekeeping Organize and maintain the office Ensure that front reception area is clean and presents well Have all boardrooms and conference spaces clean, organized, and ready for meetings Maintain kitchen cleanliness and ensure all coffee supplies are consistently replenished throughout the day Other duties and Responsibilities At the request of any manager, order flowers for occasions Handle general inquires from managers and employees (i.e., IT submissions and resolutions, Coordinate Set Up for New employees etc.) Provide administrative and clerical support with speed and accuracy Suggest and implement improved work methods and systems relating to administrative tasks Perform other duties and responsibilities as assigned by his/her supervisor/manager Assist other staff in office duties as required Other duties as assigned What You Bring To The Team Possess a minimum of 5 years of administrative and/or executive level support High School Diploma required Intermediate level of computer skills in MS Office Products including Word, Outlook, Excel, and Teams Knowledge of office methods, procedures, equipment and filing systems (both electronic and manual) Knowledge of SAP considered an asset Customer service experience considered an asset Strong communication skills and ability to deal tactfully with employees, visitors, and customers Flexible attitude to manage varying duties from day to day and short notice changes Ability to manage and work with sensitive information in a confidential manner Strong organizational and planning skills, ability to prioritize task and work to timelines Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity. We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the ACA and its applicable regulations. If you require accommodation under the ACA during any step of the application process please click here.
