Receptionist and Administrative Assistant (ADM222)

June 17 2019
Industries Energy
Categories Administrative, Clerical, Administrative assistant, Receptionist, Secretary-Receptionist
Vancouver, BC

Role and Responsibilities

Reporting to the Office Manager and Coordinator – Corporate Relations, the Receptionist and Administrative Assistant will collaborate with the Administration team to provide optimal and seamless administrative support to the office in general, in addition to specific responsibilities.

The main responsibilities are as follow:

RECEPTION

  • Answer phones, greet guests, and act as key point of contact for employees;
  • Manage building access cards for employees and visitors;
  • Coordinate workspaces for visitors (including employees from other offices or sites, auditors, and other visitors);
  • Send out welcome emails as required to announce visitors;
  • Maintain boardrooms and employee common areas (including copy rooms, coatrooms, phone rooms, plants, etc.):
    • Monitor boardroom calendars in Outlook (address double-bookings or relocation of meetings);
    • Lay out tables or carts as necessary (plates, cutlery, napkins, drinks, food);
    • Wipe white boards, straighten chairs, pick up glasses/cups, wipe down tables/carts, pack away leftover food, load and unload the dishwashers, order related supplies).
  • Liaise with various suppliers: office suppliers, caterers, office building management (including maintenance and cleaning of the office, HVAC System and all equipment connected to water sources and office handyman), and approve related invoices;
  • Manage the supply rooms:
    • Maintain adequate stock of office supplies, respond to specific requests;
    • Ensure supplies are put away and supply rooms are kept tidy.
  • Receive, process and deliver regular mail, couriers and deliveries;
  • Update reception and office guide as needed;
  • Update office floor plan as needed;
  • Update vendors and suppliers list as needed;
  • Manage bookings for corporate fleet;
  • Renew business licence annually.

 

ADMINISTRATION

  • Organization and preparation of expense reports for the office;
  • Assist with the coordination of internal and external events, including catering;
  • Assist with travel arrangements;
  • Coordinate the maintenance of the corporate condo;
  • Provide back-up to administrative assistants for various duties.

Profile

  • Customer service focused;
  • Versatile, autonomous, proactive and meticulous;
  • Strong organizational and priority management skills;
  • Solid interpersonal skills: ability to interact and communicate easily with people at all levels (both employees and external parties), with tact and diplomacy;
  • Demonstrated ability to work autonomously and within a team;
  • Mature, energetic, adaptable and at ease within a growing company and in a context of change;
  • Good judgment and discretion, especially as it relates to managing confidential information;
  • Ability to understand business issues and adjust accordingly;
  • Impeccable written and verbal communication skills;
  • Possess strong time management skills, able to meet deadlines and prioritize multiple projects.

Professional Requirements

  • Secretarial or Office Administration Technical Diploma;
  • Minimum of 3–5 years of experience in a similar administrative role;
  • Advanced knowledge of Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel;
  • Available to work regular office hours between 8:30am – 5:00pm PST.

Company Profile

Innergex Renewable Energy Inc. is a global player with an extensive and growing portfolio of assets in Canada, the United States, France and Chile. The Corporation develops, acquires, owns and operates hydroelectric facilities, wind farms and solar parks exclusively producing renewable energy.

Sustainable development producing positive social, environmental and economic results guides our actions. We are not only proud of the work we do, but also of the way we do it. Our many accomplishments and continued successes are made possible by our outstanding team of employees.

Innergex, a publicly traded corporation, has offices in Longueuil, Vancouver, Lyon and San Diego.

The chosen candidate will be based at our Vancouver office.

Apply now!

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