Administrative Assistant
Administrative Assistant
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Job Description
Are you a client oriented customer service/administrative professional with strong communication and attention to detail skills Are you passionate about providing Peace of Mind Are you looking to be a part of a growing team and company If so we have an exciting opportunity for an Administrative Assistant!
Beacon Lite is one of the top providers of traffic control equipment and services. We are a fast-paced growing business with over 60 years of traffic control experience. Locally we have operations in Ottawa Gatineau Kingston and Sudbury with over 250 employees between our 4 locations and we are excited to be expanding our operations to service the GTA.
Beacon Lite has merged with the Universal Group an industry leader who was recognized as one ofCanadas best-managed companies in 2024 in Traffic Control PersonnelTraffic Management PlanningTraffic suppliesOccupational Health and Safety TrainingLandscapingand Staffing services. We offer an entrepreneurial environment with opportunities for job advancement and continued education.
Position Overview:
The Administrative Assistants main responsibility is to enter and maintain accurate records and provide efficient and professional support to the Beacon Lite Project Team. You will work closely with our Operations Managers while collaborating with internal team members to meet client care needs and service standards.
What you will be responsible for:
Data Entry & Documentation:
- Answer incoming calls direct inquiries and provide assistance.
- Manage voicemail emails and faxes ensuring timely responses.
- Welcome and assist on-site visitors ensuring a professional impression.
- Handle mail both incoming and outgoing efficiently.
- Maintain office supplies and oversee vendor relationships.
- Ensure a clean and organized workspace including reception areas and meeting rooms.
- Assist in obtaining Certificates of Insurance for third-party vendors.
- Update organization charts and prepare Confirmation of Employment Letters.
- Support various departments as needed.
Facilities and Security Management:
- Reconciles and enters data from work orders daily and prepares associated invoices for submission to the client(s).
- Reconciles and enters data from safety documentation and prepares associated submissions to the client(s).
- Performs other data entry related to other various aspects of the business/project.
Reporting & Client Deliverables
- Compiles and generates a monthly Progress Payment Certificate(s) for the client(s).
- Reconciles deliverable information as per contracted requirements which will include daily and weekly hour report summaries cost savings reports subcontractor reports etc.
- Reconciles any and all comments from the client(s) concerning billing or administrative inquiries.
What we need from you:
- High school diploma or equivalent
- Entry-level to several years of administrative or customer service experience
- Office Equipment: Familiarity with standard office equipment
- Meticulous attention to detail.
- Knowledge of basic administrative practices and processes.
- Knowledge of invoicing practices and processes.
- High degree of professionalism.
- Excellent interpersonal written and verbal communication skills.
- Proficiency with office technology and programs (Microsoft Office Suite GSuite will all be considered as an asset).
- Strong task and time management skills.
- Strong problem solving skills.
- Bilingualism will be considered an asset.
What you get from us:
- Extended Medical Vision and Dental benefits upon completion of probationary period
- 3 weeks vacations
- Wellness Program/EAP and Corporate Discounts
- RRSP/DPSP with 3% matching after 6 months
- A fantastic corporate culture where you will feel supported and recognized for your work
- A growing organization with room for development and advancement
Why Universal Group
The Universal Group is driven by our purpose to provide Peace of Mind to both our clients and team members. Our people embrace our core values of being Passionate Authentic and Driven in everything we do and in every decision we make every day. They are the fabric of who we are and without question the reason for our success and continued growth.
The safety of our team members and the public drives us daily.
The Universal Group is an industry leader in traffic control services traffic management planning traffic equipment supply landscaping temporary labour and occupational health and safety training. We are a one-stop shop as our full suite of services ensures that we can manage projects from conception to completion.
For more information about the company please visit ourIndeed Profile!
Our Commitment to Diversity
The Universal Group is an equal-opportunity employer committed to diversity and inclusion in the workplace.
We prohibit discrimination and harassment of any kind based on race colour sex religion sexual orientation national origin disability genetic information pregnancy or any other protected characteristic.
Apply today; we cant wait to hear from you. Come grow with us!
UNV5
Employment Type
Full-Time
