Reception & Admin Assistant

Position Summary

This role is essential for our continued success in our core pillars. Your primary role as you represent the ECA will be in Administration. You will be responsible for assisting all members and non-members with ECA offerings. The community of construction includes builders, owners, estimators, municipal, provincial and national government construction leaders, public tendering authorities, general contractors, trades, manufacturers, suppliers, architects, and engineers. The communities are looking to connect and ECA is the hub of that connection.

What the Job Entails :

The position is expected to manage a variety of tasks and be able to successfully multitask while demonstrating patience along with strong organization and time management skills.

This position pivots between frontline member engagement, administration, and support to all departments where required.

You will be responsible for receiving and directing all telephone and visitor / member enquiries to the appropriate areas of responsibility, provide key administrative services, including data entry for financial tasks, receiving cheques, making deposits to the bank, maintaining the association’s administrative online filing system, processing mail, and maintaining related records.

Duties and Responsibilities

• Performs all duties generally associated with the reception area including answering telephone calls and where necessary recording detailed messages for absent or otherwise engaged staff
• Provides general information and assistance to callers and visitors
• Send out invoices pertaining to events, courses, membership renewals, etc.
• Prepares financial entries on a timely basis (A / R, Reconciliations, Bank Deposits, Receipts into financial system)
• Completes and records all sales of contracts, guides and publications (CCA / CCDC Documents)
• Inventory counts
• Maintains the “store” in Growth Zone
• Prepares general correspondence where needed
• Receives and distributes all incoming mail
• Processes and records all outgoing mail
• Commissioner of Oaths as required
• Maintains contracts, guides and publication inventories and related records
• Orders and processes all necessary office supplies
• Coordinates all Room Rental inquiries
• Maintenance and security of the reception cash drawer; and credit card transactions
• General hospitality duties for member & guests’ meetings
• Provides support and coverage to BuildWorks
• Maintain and update data in Growth Zone, QuickBooks, and BuildWorks
• Performs other duties as required
• Assist in ECA events as required

Tools & Systems

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and uses software including the Microsoft Office Suite (specifically Excel), Adobe, MailChimp, Zoom Meetings, Growth Zone & Quick Books software.

Qualifications