Administrative Assistant

We’re looking for a motivated professional to step into a full-time, 6-month contract role that plays a key part in our in-office team.
This is a great chance to gain valuable experience, contribute to meaningful work, and build lasting professional connections.
Please note: This is a temporary, in-office position with a fixed term of 6 months.
Contract roles are not benefits-eligible unless otherwise stated.
Canacre’s core services focus on leadership in Environment and Land services throughout the project lifecycle.
At Canacre, we emphasize continuous development and growth.
Our commitment to investing in industry knowledge and the expertise of our teams sets us apart.
Our goals are to provide technical leadership for greater regulatory understanding and certainty and to build collaborative relationships with stakeholders, mitigating tomorrow’s environment, land and right-of-way risks today. At Canacre, we act with honesty and integrity within a culture where trust, collaboration, and teamwork flourish.
We commit to diversity, inclusivity and the celebration of successes.
Our vision is to foster an environment that promotes inspired and empowered team members who make an impact.
The Administrative Coordinator has strong interpersonal communication, organizational, and leadership skills.
They should be familiar with office management procedures and basic accounting principles.
The Administrative Coordinator provides administrative support to Canacre employees throughout Canada and/or the USA.
DUTIES AND RESPONSIBILITIES: Oversee day-to-day office operations, such as managing the reception area, greeting visitors, and answering the phone.
Administer and manage company phone lines and relevant inboxes.
Answering phone calls, directing inquiries, and facilitating communication between departments and external parties.
Administer and manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence.
Maintain a high level of professionalism in all interactions.
Maintaining and organizing records critical to the business.
Photocopy and organize documents for distribution, mailing, binding, and filing.
Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports as needed.
Provide general and relevant information to office and field teams through email communications.
Coordinate deliveries of business cards, new hire welcome gifts, and IT equipment to employees.
Coordinate the logistical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events.
Manage calendars by preparing travel schedules, booking travel arrangements, making reservations, and organizing meetings, appointments, and events for Canacre employees.
Ensure that the company's safety and onboarding items are regularly monitored, maintained, and restocked as needed.
Maintain, monitor, and restock office supplies, kitchen items, and food inventory levels with company purchasing policies and budgetary restrictions.
Organize kitchen, common areas, supply rooms, conference rooms, reception, and bulletin boards.
Coordinates maintenance and alteration of office areas and equipment.
Assist with financial tasks, such as bookkeeping, record-keeping, and overseeing company expenses and billing cycles.
Data entry into financial, personnel, and legal databases.
Update and maintain internal contact and professional membership lists.
Supporting project teams with administrative tasks, managing deadlines, and tracking progress.
Provide administrative support throughout the office and organization as required.
Support operational programs as requested.
Perform other duties as assigned.
QUALIFICATIONS: Post-secondary education in general administration or related field.
Minimum 1 year experience working in an office environment.
Able to work independently and as part of a team while delivering exceptional customer service.
Outstanding organization, interpersonal, verbal, and written communication skills; able to effectively interface with employees at all levels.
Strong leadership skills.
Strong administrative and data management skills.
Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
Ability to respond quickly in a dynamic and changing environment.
Results-oriented, with the ability to complete assignments on time and manage multiple priorities.
Strong attention to detail while being able to perceive and analyze problems, develop alternatives and implement solutions.
Ability to move around the office to access files, equipment, and meeting rooms, including standing, walking, and sitting for extended periods.
Occasionally lift and carry items up to 25 pounds, such as office supplies or small boxes.
Requires fine motor skills to operate office equipment Given the volume of applications we typically receive, we are unable to respond to all applicants, however, you will be contacted if your experience is a suitable match with one of our upcoming projects Powered by JazzHR