Administrative Assistant

We are seeking for a passionate Corporate Administrative Assistant of WSP Group's Corporate Head office annex. The perfect candidate will have exceptional organizational skills, attention to detail, and the ability to prioritize accordingly. As an Administrative Assistant, you act as the key contact for the Group and are a main resource for general administrative inquiries or information. With 3-5 years of administrative experience, you have expertise in managing high volume corporate calendars; arranging detailed travel requests; preparing professional corporate communications; compiling detailed reports and overall support for various team members in a support role to ensure that administrative aspects are performed accurately and in a timely manner. We are technical experts and strategic advisors including engineers, technicians, scientists, architects, planners, managers, surveyors and environmental specialists, as well as other design, program and construction management professionals. WSP develops creative, comprehensive and sustainable engineering solutions for a future where society can thrive. With 36,000 talented people in more than 500 offices across 40 countries, we engineer lasting solutions within Property & Buildings, Industry, Transportation Infrastructure, Environment, Resources (including Mining and Oil & Gas), Water, Power & Energy sectors with delivery and strategic consulting services. At WSP, we continuously innovate and make extraordinary efforts to always attract, employ, develop, engage and retain the best professionals in our fields of expertise because this is what makes us great. We offer a professional working environment and culture and believe that work/life balance is critical to the success and happiness of our people. WSP offers competitive salary packages based on qualifications, skills, experience and the opportunity to be part of an “up and coming” player in the lucrative international construction / engineering market. We also attach residential Accommodations to our International employees and welcomes applications from people with disabilities. If you're Interested to work with us, kindly forward your recent CV and cover letter through WSP's career email or job apply button displayed below.

Essential duties + Responsibilities:

Performs administrative tasks such as: managing calendars, preparing expense reports, coordinating mail and couriers
Makes detailed travel arrangements for senior management and other staff as required including booking flights, hotel accommodation, car rental and provides directions
Acts as key contact for the department portion of the company Intranet site; maintains various corporate documents and corporate leadership work group site.
Coordinates a variety of meetings including: scheduling, booking resources, compiling required materials and making catering arrangements Accurately composes corporate communications, reports, meeting minutes and data in a timely manner
Coordinates the ordering of office supplies, furniture and equipment as required
Assists with the onboarding of new hires as required and may coordinate computer requests, phone and office moves and other installations
Support the preparation of construction project scope of work, drawings, tenders, estimates, bids and project documentation as required.
Maintain and manage Office Environment
Prepare invoices from vendors for entry into QuickBooks
Issue Purchase Orders for materials
Act as company Benefits Administrator
Manage sub list, Order drawings, tender packages and Support Estimating team
Answer and Make phone calls to sub-contractors
Keep phone list up to date and distribute as required
Create project packages/office files, track job charges, file, organize job files, and maintain filing system
Provide other administrative office support as required

Major skills + Requirements:

OND/HND/Bachelors or related academic/professional qualification
3-5 years of administrative experience; previous experience in office environment an advantage
Completion of post-secondary coursework is an asset
Excellent organizational and planning skills and the ability to juggle multiple shifting priorities while working to deadlines
Strong written and verbal communication skills and experience in proofreading documentation
Ability to maintain confidentiality and work with minimal supervision
Average knowledge of MS Office applications, including Word, Excel, Outlook, PowerPoint, Visio
Excellent customer service focus, with an ability to work collaboratively with others
Dedicated team player who demonstrates initiative and independence
Ability to multi-task, and possess accelerated learning capabilities with attention to detail
Strong people relationship skills
Strong command of the English language, written and verbal, is required