Administrative Assistant

Defence Construction Canada - Victoria, BC (30+ days ago)

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The Administrative Assistant coordinates and carries out administrative activities that are, typically, of moderate complexity and scope. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management. The incumbent also coordinates the preparation of human resources documentation.


The duties and responsibilities listed below are representative but not all-inclusive:


Provide daily administrative support
Enter data related to service line transactions and activities into system (e.g. budget tracking, time entry, procurement, contract administration)
Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, progress payments)
Support service billing activities (e.g. prepare documentation, validate and ensure monthly follow-up for service level arrangements)
Carry out document and records management (electronic and hard copy filing, archiving)
Process accounts payable and other financial transactions (e.g. vendor payments, expense claims, journal entries)
Coordinate preparation of human resources documentation between the site, regional office and Head Office
Prepare tables and reports in support of business management activities (e.g. aging, profit and loss, monthly recoverable contracts, time entry)


Maintain training records
Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)
Take and prepare minutes of monthly staff meetings
Prepare purchase orders (e.g. for office supplies, furniture, service contracts)
Perform receptionist duties and act as back-up for other administrative employees, as required
Other duties as assigned


General and Specific Knowledge

Administrative best practices
Accounting principles

Formal Education and/or Certification(s) and Experience

Minimum: high school diploma with some general accounting courses and four years relevant experience, or the equivalent
Preferred: college diploma or certificate in administration, business management, accounting or related field


Use applicable computer software and operating systems
Manage multiple deadlines and priorities
Demonstrate attention to detail


Provide functional advice and guidance to employees
Occasionally coordinate the work of administration staff within the business unit


Typical office environment with occasional travel
Some work may be located on construction sites; incumbent may occasionally be required to wear basic safety equipment