Receptionist / Administrative Assistant

Specializing in structural engineering, building science, structural restoration, structural glass engineering, parking facility design and building energy modelling, RJC Engineers (RJC) is one of Canada’s leading engineering firms. Recognized as an exceptional workplace, we mentor the next generation of Canada’s ‘best and brightest’ engineers and technologists. With offices and expertise across Canada, we challenge our people to push technical boundaries and provide leadership in our fields of practice while providing services for clients and projects nationwide.

We believe in taking care of our people and helping them realize their full potential. RJC offers the opportunity to work in an engaging team environment where you will work on exciting and challenging projects; discover new and developing technologies, practices and techniques; and flourish in a culture of continuous learning and collaboration. Working under the guidance of leading technical specialists who broadly share their expertise, you will get to fine tune your skills and cultivate your expertise while being given the opportunity to pursue your professional goals.

Location: Victoria, BC

Start Date: Immediately

Salary: $50,000 - $60,000 (dependent on experience)

Candidate Profile:

We are seeking a diligent and dynamic individual to join our team as a Receptionist and Administrative Support. In this role, you will be responsible for a diverse set of tasks encompassing reception duties (correspondence, couriers, filing, general housekeeping, customer relationship management, and miscellaneous facility duties) and administrative/marketing assistance (including client and project research, proposal preparation support, event coordination, social committee planning, etc.). The ideal candidate will be highly organized, detail-oriented, show self-initiative, and possess excellent communication and interpersonal skills. You should be proficient at focusing on detailed marketing tasks using the full suite of Microsoft Office software and working electronically with colleagues in other RJC offices.

For the right candidate, there is ample opportunity to grow this entry-level position into an integral role within the administrative and/or marketing team.

Specific Accountabilities:

Reception Duties:
• Answer incoming calls in a professional, polite, and cheerful manner.
• Welcome clients and visitors, providing a warm and hospitable environment.
• Manage office supplies to ensure availability for staff.
• Handle mail, packages, and deliveries via couriers and Canada Post, and notify recipients promptly.
• Maintain a logbook for guest attendance.

Administrative Duties:
• Type, edit, proofread, and produce various administrative and marketing documents including proposals and related reports and correspondence.
• Digitally file documents and maintain templates for efficient proposal workflow, as necessary.
• Assist with travel arrangements, boardroom meetings, and lunch and learns.
• Order coffee, tea, and kitchen-related items for the office.
• Perform other administrative/reception tasks as assigned by the Office Services Manager.

Word Processing:
• Create, edit, and proofread documents such as fee proposals and related reports and contract documents.
• Coordinate printing and binding of proposals and reports as necessary.

Filing and Document Control:
• Assist in filing digital and paper correspondence, invoices, reports, and proposals.
• Maintain the archive file database, ensuring accuracy and accessibility of records.
General Housekeeping Maintenance:
• Ensure cleanliness and tidiness of office spaces, particularly after meetings and presentations.
• Assist with miscellaneous facility duties as required.

Miscellaneous:
• Assist with special projects and perform other duties as assigned by the Regional Manager and Office Services Manager.

Qualifications:

• High school diploma or equivalent; additional qualifications in office administration or related field preferred.
• Previous experience in a receptionist or administrative role is a definite asset.
• Proficiency in Microsoft Office Suite and familiarity with office equipment.
• Strong organizational and multitasking
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and professionalism at all times.
• A fun sense of humour

If you are a proactive individual with a positive attitude and a willingness to learn, we encourage you to apply for this exciting opportunity. Join our team and contribute to our mission of excellence in service delivery.

Are you someone who exhibits our core attributes?

▪ Creative Mindset: Ability to generate innovative and diverse ideas.

▪ Proactive Approach: Initiative to seek opportunities for growth and improvement.

▪ Supportive Teamwork: Commitment to fostering an inclusive and respectful work environment.

▪ Trusted Advice: Demonstration of integrity and reliability.

▪ Lead With Purpose: Empower and support others in reaching their full potential.

What can we offer you?

▪ An inspiring workplace that supports its people and recognizes outstanding work.

▪ Stimulating and challenging projects, along with development opportunities to help you grow your skills and advance your career.

▪ Becoming part of a supportive and inclusive network where team members help each other reach their goals.

▪ A comprehensive financial rewards program that acknowledges your success, including eligibility for a performance-based bonus and a share ownership program.

▪ An extensive and generous benefits package, including a $1,000 Health Care Spending Account.

▪ A Maternity and Parental Leave Top-Up Program.

▪ Investing in your future: the opportunity to become part of an employee-owned organization and eligibility for RJC’s matching Registered Retirement Savings Plan (RRSP).

Attention Staffing & Recruitment Agencies: RJC Engineers will not pay fees for recruitment activities related to

hiring a candidate unless a written service agreement has been established between a duly authorized

representative of our Corporate Human Resources department and the recruitment/placement firm. Additionally,

to qualify for recruitment fees, all candidate resumes must be submitted to RJC Engineers through our Corporate

Human Resources department. Resumes and profiles sent directly to our managers without the express

agreement of our Corporate Human Resources department will not be considered.