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 assist a dynamic team working on exciting and challenging projects. Our Victoria office has about 70 staff and is located in a beautiful downtown building with excellent amenities.

Location: Victoria, BC

Start Date: Immediately

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

Candidate Profile:

We are seeking a friendly and helpful individual to join our team in the role of Reception 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 document editing, database input, project research, event coordination, social committee planning, etc.). The ideal candidate will be organized, flexible, and outgoing. You should be capable 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.

• Manage multiple Outlook email inboxes
  
  

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

Word Processing:
• Create, edit and proofread documents such as fee proposals, 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 needed.

Qualifications:

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

If you are a proactive individual with a positive attitude and a willingness to learn, we encourage you to apply for this exciting opportunity to join our team and contribute to making our office an even more fun place to work.  

Are you someone who exhibits our core attributes?

• Creative Mindset - provide new and diverse ideas
• Proactive Approach - take initiative and seek opportunities for growth
• Supportive Teamwork - promote an inclusive and respectful work environment and culture
• Trusted Advice - demonstrate integrity
• Lead With Purpose - empower, develop and support others to reach their full potential

What can we offer you?

• An inspiring workplace that supports its people and recognizes great work
• Stimulating, challenging projects and development opportunities to help you grow your skills and career
• Being part of a supportive and inclusive network of people that help each other reach their goals
• A comprehensive financial rewards program that recognizes your success, including eligibility for a performance-based bonus and share ownership program
• An extensive and generous benefits package including a $1000 Health Care Spending Account
• Maternity and Parental Leave Top-up Program
• Investing in your future, opportunity to become part of an employee-owned organization and eligible for RJC’s matching Registered Retirement Saving Plan (RRSP)

Attention Staffing & Recruitment Agencies: RJC Engineers, will not pay fees for recruitment activities related to the hiring of 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. In addition, to qualify for recruitment fees, all candidate resumes must be submitted to RJC Engineers, through our Corporate Human Resources department. Resumes and profiles sent to our managers without the express agreement of our Corporate Human Resources department.