Your future role on the team
BBA’s Concord (Vaughan) office is quickly expanding and has plans to continue this growth. We seek a dynamic and organized individual to fulfill a multi-functional role, including receptionist duties, office management, document formatting, and project document control. This role requires a proactive and flexible approach, and the ideal candidate will thrive in a fast-paced environment with diverse responsibilities. The Administrative Assistant's responsibilities include supporting the Office Director in his daily management tasks and supporting the administrative needs of staff in the Concord office.
With us, you’ll get the opportunity to...
Receptionist Duties
- Greet
and assist visitors
- Maintain
a welcoming reception area
- Maintain
the visitor log
- Manage office shipping and receiving activities
Office Management
- Manage office supplies, ensuring the availability of necessary items
- Oversee
mail and courier services
- Coordinate building access, and other logistical support
- Manage
office-related vendor relationships (e.g., cleaners, suppliers, handymen)
- Maintain a clean, organized, and professional office environment
- Support office health, safety, and environmental (HSE) initiatives, including PPE management and safety-related administrative activities
Document Formatting
- Assist with preparing, formatting, and proofreading documents such as reports,
proposals, and presentations
- Ensure
documents meet company standards for quality and consistency
Document Control
- Implement and maintain document control processes for engineering projects
- Ensure
accurate filing, retrieval, and distribution of project documents
- Monitor
document revisions and ensure proper version control
- Ensure
compliance with project documentation requirements and standards
Other Duties
- Support event coordination (e.g., internal meetings, workshops), including
booking rooms and ordering meals if necessary
- Assist
in onboarding new staff with office setup
- Perform
additional administrative tasks as needed
- Strong verbal and written communication skills for handling phone calls,
visitors, and document preparation
- Ability
to multitask, prioritize responsibilities, and maintain attention to
detail in office operations and document management
- Proficient
in Microsoft Office Suite (Word, Excel, PowerPoint) with expertise in
document formatting and familiarity with document control systems
- Efficient
in managing multiple tasks, meeting deadlines, and prioritizing document
control and administrative duties
- Professional,
friendly approach in dealing with clients, vendors, and colleagues, with
strong interpersonal skills
- Attention
to detail and accuracy in managing documents
- Ability
to manage time effectively and prioritize tasks
- Ability
to work independently with minimal supervision
- Professional,
approachable demeanor with a customer-service mindset
- Sense
of ethics and adherence to organizational values
Do your qualities and values match our corporate culture?
- Rigour and ethical
- Results-driven
- Willingness to work together while having fun
- Inspirational leadership
- Ability to see beyond established standards
- Fascination for innovation
