Office Administrator & Receptionist

Your future role on the team

BBA’s Concord (Vaughan) office is quickly expanding and has plans to continue this growth. We seek a dynamic and organized individual to fulfill a multi-functional role, including receptionist duties, office management, document formatting, and project document control. This role requires a proactive and flexible approach, and the ideal candidate will thrive in a fast-paced environment with diverse responsibilities. The Administrative Assistant's responsibilities include supporting the Office Director in his daily management tasks and supporting the administrative needs of staff in the Concord office.

With us, you’ll get the opportunity to...

Receptionist Duties

• Greet and assist visitors
• Maintain a welcoming reception area
• Maintain the visitor log
• Manage office shipping and receiving activities

Office Management

• Manage office supplies, ensuring the availability of necessary items
• Oversee mail and courier services
• Coordinate building access, and other logistical support
• Manage office-related vendor relationships (e.g., cleaners, suppliers, handymen)
• Maintain a clean, organized, and professional office environment
• Support office health, safety, and environmental (HSE) initiatives, including PPE management and safety-related administrative activities

Document Formatting

• Assist with preparing, formatting, and proofreading documents such as reports, proposals, and presentations
• Ensure documents meet company standards for quality and consistency

Document Control

• Implement and maintain document control processes for engineering projects
• Ensure accurate filing, retrieval, and distribution of project documents
• Monitor document revisions and ensure proper version control
• Ensure compliance with project documentation requirements and standards

Other Duties

• Support event coordination (e.g., internal meetings, workshops), including booking rooms and ordering meals if necessary
• Assist in onboarding new staff with office setup
• Perform additional administrative tasks as needed
• Strong verbal and written communication skills for handling phone calls, visitors, and document preparation
• Ability to multitask, prioritize responsibilities, and maintain attention to detail in office operations and document management
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) with expertise in document formatting and familiarity with document control systems
• Efficient in managing multiple tasks, meeting deadlines, and prioritizing document control and administrative duties
• Professional, friendly approach in dealing with clients, vendors, and colleagues, with strong interpersonal skills
• Attention to detail and accuracy in managing documents
• Ability to manage time effectively and prioritize tasks
• Ability to work independently with minimal supervision
• Professional, approachable demeanor with a customer-service mindset
• Sense of ethics and adherence to organizational values

Do your qualities and values match our corporate culture?

• Rigour and ethical
• Results-driven
• Willingness to work together while having fun
• Inspirational leadership
• Ability to see beyond established standards
• Fascination for innovation