Office Administrative Assistant - Civil

EBC thinks outside the box and deploys all its know-how to carry out major infrastructure projects: bridges, roads, highways, tunnels, marine installations. Our ability to meet deadlines and budgets, as well as our vast expertise in the field, allow us to actively participate in large-scale projects such as the Samuel-De-Champlain Bridge, the Réseau Express Métropolitain (REM), and the Site C hydro-electric power station located near Fort St-John in British Columbia.

Job Summary

The Administrative Assistant provides administrative and organizational support to the Civil Group, helping ensure the efficient day-to-day operation of the office. This role is responsible for coordinating administrative processes, managing correspondence and documentation, supporting purchasing and accounting activities, scheduling meetings, and assisting with office-related tasks. The Administrative Assistant works closely with team members across the Civil Group to support business operations and contribute to a professional, organized, and productive work environment.

Key Responsibilities

Office Operations & Administration

• Oversee the day-to-day operations of the office.
  
• Serve as the primary point of contact for office-related inquiries.
  
• Coordinate office maintenance, repairs, and vendor relationships.
  
• Manage incoming mail, deliveries, and office correspondence.
  
• Organize meetings, office events, and employee activities as required.
  

 Purchasing & Inventory Management

• Process and track purchase orders (POs).
  
• Order office supplies, kitchen supplies, coffee, and other workplace essentials.
  
• Maintain appropriate inventory levels.
  
• Liaise with vendors and suppliers to ensure timely deliveries and resolve issues.
  

Accounts Payable & Accounts Receivable Support

• Process invoices and support accounts payable activities.
  
• Assist with accounts receivable tracking and follow-up.
  
• Maintain accurate financial and administrative records.
  
• Coordinate with the Finance department regarding payments and invoicing.
  
• Submit expenses to Finance department.
  

Administrative Support

• Maintain filing systems and office records.
  
• Prepare reports, correspondence, and other business documents.
  
• Support leadership with scheduling, travel arrangements, and special projects.
  
• Ensure compliance with company policies and administrative procedures.
  

Requirements

• Post-secondary Education in Business Administration or similar program, or a combination of relevant training and experience.
  
• 1-2 years of experience in a similar role, preferably in the construction industry.
  
• Excellent command of Microsoft Office Suite and Outlook applications.
  
• Knowledge of the construction industry.
  
• Experience managing office facilities.
  
• Knowledge of purchasing processes.
  

Desired Profile

• Strong organizational and planning skills.
  
• Attention to detail.
  
• Proactive and resourceful.
  
• Ability to maintain accuracy in administrative and financial processes.
  
• Professional and approachable.
  
• Adaptable and flexible, with the ability to respond to changing business needs.
  
• Strong problem-solving skills.
  
• Bilingualism, French and English, would be considered an asset.
  

Benefits

• 4 weeks of annual vacation.
  
• Flexible group insurance program upon entry.
  
• Group RRSP with employer contribution to a Deferred Profit-Sharing Plan (DPSP).
  
• 24-hour access to a virtual doctor (telemedicine).
  
• Training and development programs.
  
• Employee assistance program.
  
• A company built on values of respect, integrity, and a job well done.
  
• Firm recognized as one of Canada’s Best Managed Companies.