Administrative Assistant/receptionist

Administrative Assistant/Receptionist

London, ON

At EXP, we're driven to provide innovative solutions for the world's built and natural environments. As a team of engineers, architects, designers, scientists, creators and a community of professionals, we bring diverse and talented people together to solve the world's most complex challenges. Here, you join a team that leverages differences, harnesses their entrepreneurial spirit in an employee-owned company, that believes diversity is what gives us strength, seeks sustainable results and shares ambitions for each other, our clients and the communities we are part of and serve. To be a part of EXP means to have your own experience, while staying connected to a global network of professionals, who believe we are a part of something bigger. Together, we are EXP.

Are you ready to design your future?

Be our next Administrative Assistant/Receptionist!

Your work environment at EXP

EXP's London office is currently seeking an experienced Administrative Assistant/Receptionist to join their team reporting to the Project Managers. The work hours are from 8:00 am to 5:00 pm.

Your Responsibilities

• Perform standard administrative functions including recaptioning at the front desk
• Reception duties include answering telephone calls and arranging shipment, greeting client, guest and visitor at reception area.
• Edit, construct and format reports, proposals and other technical documents.
• Review Proposals, Standing offer agreement and Draft proposal documents with associated forms, submission, etc.
• Compose and distribute meeting notes, routine correspondence and reports.
• Coordinate meetings of staff, as requested.
• Coordinate travel arrangements.
• Coordinate Technicians fieldwork.
• Assist project managers to prepare invoices.
• Perform other administrative duties such as data entry, copying, collating, faxing, filing, document retrieval, scheduling coordination of meeting rooms, ordering of lunches for meetings, mailings, information gathering, word processing, transcription and document binding, document scanning.
• Prepare client and proposal documents as requested, including resumes/CVs, specialized tabs for proposals, letters, etc.
• Provide backup/break coverage for the front office including switchboard/reception and front office and customer service assistance to employees and clients of the office. This includes greeting visitors to the office and handling mail/couriers.
• Provide back up support for other admin teams and divisions as necessary.

What a day at EXP has in store for you

• Must have at least 1-2 years of experience in detail-orientated administrative support work.
• Completion of secondary school, with courses in or graduation from an administration program or equivalent experience, ideally in a professional services environment. University or College degree is an asset.
• Strong people skills, and the ability to work with a wide variety of staff and clients.
• Must have strong Microsoft Word and Excel skills. Experience in Microsoft Power Point and data base software would be an asset.
• Must have strong editing and proofreading ability including grammar and sentence structure.
• Strong typing speed and accuracy.
• Knowledge in accounting practice and invoicing is an asset.
• Excellent communication skills in spoken and written English.
• Skill in preparing clear and concise reports, procedures, correspondences, and other written materials.
• Ability to establish and maintain effective working relationships.
• Ability to multi-task is critical.
• Must be able to meet deadlines, well organized and able to work under pressure.
• Ability to document existing and new processes.
• Ability to maintain a filing system and accurate records.
• Ability to prioritize, organize and perform multiple work assignments simultaneously.
• Any experience in the engineering or construction industry is an asset.
• Reception experience is an asset.