Office Administrator

Are you a dynamic leader with a knack for fostering an effective office culture Do you excel in both administrative operations and relationship-building whether with internal project teams or external stakeholders Were seeking a proactive problem-solver who can seamlessly manage office logistics and provide essential support to our project and marketing teams while elevating the overall experience for our staff and clients in the office setting and across the country. If youre ready to make a meaningful impact in a fast-paced collaborative environment we want you on our team. Join us and be a driving force behind the success of our Moncton office adding value every step of the way.

The Opportunity

We are currently seeking motivated candidates for the position of Office Administrator in our Moncton New Brunswick office. This is a full-time in-office position and requires working from our Moncton office five days per week.

As a valuable member of the Offices national resource team you will have the opportunity to showcase your organizational communication and financial skills in a fast-paced professional office environment. Your ability to create strong working relationships will elevate your and the companys collective success. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm.

What your day may look like:

• Maintain the smooth day-to-day flow of the local office ensuring a productive welcoming and well-maintained environment for the team
• Participate in both the Office Managers and Office Administrators national groups and liaise with local stakeholders and ownership groups
• Work collaboratively with local and national groups to promote office culture activities events and charitable initiatives
• Support the Office Manager in the development and execution of the annual Office Business Plan. This involves applying strategic thinking to address future office needs engaging stakeholders to build a coalition of support and inspiring staff to align with these business objectives
• Monitor operating budgets and capital purchases and actively manage expenses to align with company priorities
• Support internal business initiatives and projects
• Participate in the local Health and Safety committee and support the implementation of office-wide safety initiatives
• Participate in other committees as necessary and coordinate the completion of action items
• Assist in organizing monthly staff meetings and provide backup support for meeting facilitation as needed
• Coordinate with third-party service providers and property management
• Deliver new employee orientation and training related to Dillon procedures and systems
• Assist in organizing work-related functions and community engagement events
• Greet visitors coordinate mail and couriers manage entry system for staff
• Complete office services such as office filing and archiving
• Manage the flow and approval of accounts payable invoices and expense claims for staff
• Manage office equipment and supplies including furniture copiers general office supplies and other amenities
• Format a range of documents in Microsoft Word edit and proofread documents for spelling grammar and consistency and complete overall quality reviews
• Complete document production including photocopying scanning binding and compiling PDF files
• Embrace a no job is too big or too small mindset; complete other administrative duties as required or assigned to run the office effectively and service our project and proposal needs

Learning & Development

• Commit to self-development and ongoing learning and professional development

• A minimum of three (3) to five (5) years of administration-related experience
• A certificate or diploma in an administration-related field of study will be considered an asset

Experience/Required Skills

• Strong interpersonal skills and a positive can-do attitude with the ability to provide an enthusiastic problem-solving presence in the office
• Strong time management skills able to prioritize work effectively to meet tight deadlines and changing workload demands
• Ability to work independently and as part of a team
• Professional verbal and written communication skills
• Ability to clearly present information and updates in small group settings or team meetings
• Proficient in the use of Microsoft Word and Excel
• Excellent attention to detail a high regard for accuracy and the ability to provide high-quality outputs
• Understanding of basic accounting principles terms and financial functions
• Experience in customer service and/or a Professional Services consulting firm is considered an asset

Why choose Dillon

We live our core values:

• Achievement: do the work to hit the target;
• Continuous Development: always learning; always adapting; always growing;
• Creativity: discover new possibilities;
• Courage: do the things that matter especially when its hard;
• Inclusiveness: enabling belonging to draw strength from our differences;
• Reliability: words result in actions that build trust.

In addition we offer:

• Employee share purchase plan

• Dillon is 100% employee owned and share ownership is open to all employees.

• A competitive compensation package

• Comprehensive health benefits
• Generous retirement savings plan
• Student loan repayment assistance with matching employer contributions

• Flexible work hours and hybrid working options

• Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs. We are taking a trust-based approach to offer a variety of flexible and hybrid work options to help balance the competing demands of work and personal life.

• Learning and Development opportunities

• As a knowledge-based business we use a composite approach to development including coaching to build the how mentoring to share lessons advising to round out perspectives and co-creation of knowledge through internal learning opportunities.

• Focus on Innovation

• The ability to anticipate examine and adopt new and innovative solutions is a crucial driver for the continual and progressive advancement of our business our culture people are empowered to reflect and question current practices and seek forward looking solutions to todays problems and tomorrows opportunities.

• Employee and Family Assistance program

• A variety of EFAP tools and online resources to support well-being are available to all employees.

• Goodlife Fitness Corporate Membership

• Our employees can take advantage of reduced annual membership fees.
• Wellness Subsidy
• Our employees can take advantage of a wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership purchase of home fitness equipment yoga classes and dance classes.

About Dillon

Dillon is a proudly Canadian employee-owned professional consulting firm specializing in planning engineering environmental science and management. We partner with clients to provide committed collaborative and inventive solutions to complex multi-faceted projects. With over 25 offices and more than 1100 employees across Canada Dillon offers a wide range of services related to building and improving facilities and infrastructure protecting the environment and developing communities.

Now operating for over 75 years we continue to strive for excellence in everything we do. Dillon has been listed as one of Canadas Best Managed Companies for 19 years in a row and has the distinction of being a Platinum Club member in this program.

Health & Safety at Dillon

Prospective employees are expected to fully align with Dillons core commitment to Health & Safety. This includes active ongoing engagement with our Health & Safety processes and platform and the active ongoing identification and reporting of health and safety hazards.

Employment Equity Diversity & Inclusion at Dillon

Dillon is committed to employment equity and an inclusive diverse workplace where opportunities are based on skills and abilities. If you require accommodation during the interview process please let us know. We look forward to hearing from you.

Technology enablement and the use of AI at Dillon

We invest in modern technologies to enable continuous improvement across the organization. Please be advised that Dillon Consulting utilizes artificial intelligence (AI) assisted tools to support parts of our recruitment process to increase efficiency and fairness. While AI supports this process all hiring decisions are made by our human recruiting team. By applying you acknowledge and consent to this use.