Site Administrator

Multiplex - Toronto, ON (30+ days ago)

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Position Summary
The Site Administrator is responsible for supporting the Project Leadership team with duties including administrative duties, database management and being the first point of contact for site enquiries.
Key Responsibilities

  • Welcome, greet and assist all internal and external visitors, clients and guests in a friendly and professional manner
  • Screen all incoming phone calls and direct calls to appropriate parties, collect and distribute phone messages
  • Maintain a neat and clean appearance of the site office
  • Manage the scheduling and booking of meeting rooms, and make arrangements for equipment or refreshments as required
  • Order office supplies as needed
  • Maintain order of kitchen supplies
  • Assist site office staff with administrative duties as assigned
  • Oversee the distribution of all incoming and outgoing mail, including all necessary postage and pickup for documents and packages
  • Assist site office staff with administrative duties
  • Schedule and organize activities such as client meetings
  • Provide general EA/secretarial assistance to Project Director and Senior Project Leadership team
  • Responsible for managing the flow of correspondence and maintaining accurate records and filing systems for Senior Project Leadership team
  • Liaise with trades at the request of Senior Project Leadership team
  • Take and document meeting minutes
Education & Experience

  • College Diploma in Business or Administration OR at least three years of relevant experience
Required Skills

  • Self-motivated, proactive and demonstrates initiative; ability to work without a lot of structure
  • Strong interpersonal skills and ability to handle confidential and non-routine information
  • Act in complete confidentiality at all times without exception
  • Able to interact and communicate with individuals at all levels both internally and externally
  • Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook,
  • Work requires continual attention to detail in composing, typing and proofing materials
  • Excellent organizational, prioritization and follow-up skills
  • Effective oral and written communication skills, personable and friendly
  • Proactive and able to work independently- a self-starter
  • Able to work at a fast pace with conflicting deadlines and changing priorities
Work Environment

  • Based on a project site with high possibility of exposure to hazardous materials
  • Sitting, standing, walking, bending, light lifting, climbing stairs
  • Working at heights
  • Noise distractions
  • Strong commitment to the safety and wellbeing of our employees – We are a OHSAS 18001 and CSA Z1000 accredited company
  • A team-oriented and progressive workplace that recognizes and rewards the “outside the box” approach
  • Dedicated to developing successful employees – We invest in our people and provide a wealth of career development opportunities across job functions
Multiplex is committed to providing a barrier-free work environment in line with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. As such, Multiplex will make accommodations available to applicants with disabilities upon request during the recruitment process