Role : Administrator
Location : Kelowna, BC
Job Type : In-Office
Salary Range : $50,000 - $60,000
Who We Are
Smith + Andersen is a trusted, Canadian, multi-disciplinary engineering firm with ten office locations in five provinces and approximately 700 employees.
At Smith + Andersen, our employees contribute to some of the most innovative and sustainable building design projects in Canada. The work we do has meaningful impact on the community by contributing to landmark projects such as hospitals, transit stations, parks, federal and provincial government buildings and post-secondary institutions.
Our values drive and define everything we do, demonstrating a deep commitment to sustainability, mentorship and quality work that spans nearly six decades in business. In addition, we are proud to have been certified as a Great Place to Work™ and selected as one of Canada’s Best Workplaces™ for the highly collaborative culture we’ve built and for empowering employees to do great work!
This Opportunity
The Kelowna office of Smith + Andersen is currently seeking an Administrator. You are highly organized and have the ability to prioritize tasks in order to manage your workload. You enjoy taking on new challenges and efficiently get work done. You’re a team player with excellent communication skills and you’re looking for an opportunity to work in a dynamic environment.
Why choose Smith + Andersen?
In addition to an exciting career filled with meaningful work, we offer :
- Competitive salary
- Flexible hours and half day Fridays (all year round)
- Comprehensive Group Health Benefits Program
- Group Retirement Savings Plan (Employer and Employee Contributions)
- Employee Share Ownership Program (ESOP)
- Purchase Time Off Program (PTO)
- Transit Subsidy Program
- Wide variety of community and social events
- Great Place to Work-Certified™
- Best Workplaces™ in Canada
- Best Workplaces for Mental Wellness™
What You'll Do
Prepare specifications and run macros. Ensure each aspect of the job is specified correctly; format macros according to S + A standards or using client templates. Provide support to designers and project managers in editing job specifications.Assist in the development and formatting of new documents and processes.Coordinate meetings; prepare agendas, take minutes, and track all project updates.Responsible for downloading RFI’s from the Contractor’s website and send to designers for review.Maintain databases and filing systems for all projects; update internal systems ensuring records are well maintained and up-to-date.Coordinate the download and resubmission of shop drawings from contractors. Prepare transmittals, send to designers for review, and upload revisions to the contractor’s website.Assist in the preparation of documents such as progress billing, change notice reviews, occupancy letters. Review with senior design team for accuracy. Issue documentation to clients. Maintain change notice log.Coordinate the tracking of projects by corresponding with designers and engineers to obtain project-specific information. Update project tracking sheets monthly and provide PDF and hard copies to the operations team.Liaise with building management. Coordinate the distribution of building access cards and parking passes. Coordinates office projects to achieve efficient office flow such as office equipment maintenance, office repairs, housekeeping, and facility maintenance.Maintain overall office space to ensure the operations of the office run smoothly; facilitate cleanup days, charity drives, employee’s name plates, etc.Maintain inventory of supplies for the kitchens and general office areas for Kelowna; as well as personal protective equipment and other job-related supplies. On a monthly basis audit supply invoices and association subscriptions for accuracy.Coordinate and organize employee sporting events, social events and activities.Obtain designs from the marketing team for promotional items. Order and inventory all promotional items; such as event banners, jerseys, golf equipment, etc. Facilitate the distribution of materials across B.C. offices.Provide on-boarding support for new employees. Liaising with departments across the organization and present orientation information; including S+A standards, network drives, SAiD and Outlook calendar.Provide additional administrative support to other work groups during periods of absence.Who You Are
Post-secondary education in a related field with relevant work experience.5 years of experience providing administrative support for mid to senior level management within the construction, architecture or engineering field.Have superior organization and administrative skills with the ability to prioritize and multitask in a fast-paced environment.Advanced computer skills, with knowledge of all Microsoft Office Suites. Proficiency in Microsoft Word is required.Strong written and oral communication skills; able to communicate with both internal and external clients.High attention to detail and an ability to accept direction.Highly organized and able to prioritize work schedule.Excellent analytical and problem-solving skills.Able to work independently with little supervision, as well as part of a team.About Smith + Andersen
Founded in 1965, Smith + Andersen has organically grown from an established reputation as a trusted engineering consulting firm, reaching new levels of engineering and design excellence in the mechanical, electrical, communications, security and audiovisual fields, and providing enhanced services such as lighting, building automation systems, and intelligent integrated systems design. Thanks to our client-focused approach, we are able to apply efficient, sustainable, and reliable design and engineering solutions on the some of the most exciting projects across Canada.
