Administrative Assistant - Construction Management
Hines
Calgary, AB, CA
1d ago

Overview

When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.

Responsibilities

As an Administrative Assistant with Hines, you will provide administrative support to a team or department. Responsibilities include, but are not limited to :

  • Serve as the administrative support to assigned team members by coordinating, facilitating, recording and communicating their individual, group and company-wide activities
  • Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate of general information to callers
  • Coordinate special activities and liaison functions for assigned team members such as travel arrangements, meetings, interviews and conference calls
  • As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts and tables
  • Manage, organize and distribute record drawings and specification binders
  • Assist in preparing presentations
  • Establish and maintain appropriate filing systems, both manual and electronic. May generate confidential files and reports
  • Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments
  • Create, update and maintain departmental databases when appropriate
  • Complete special projects to support assigned area
  • Prepare and process expense reports
  • Ensure that office supplies meet assigned group's supply and stationary needs
  • Assist in maintaining kitchen supplies
  • Prepare both internal and external mail. This includes special handling packages, internal / external mailings and mailing lists.
  • Also distribute mail and faxes as needed

  • Prepare and process expense reports and budgetary-related requests
  • Qualifications

    Minimum Requirements include :

  • High school diploma or equivalent from an accredited institution
  • Two or more years in an administrative support role in a professional office environment
  • Advanced knowledge of Microsoft Office
  • Demonstrate strong initiative and customer service orientation
  • Excellent written and verbal communication
  • Demonstrate strong attention to detail and proofreading abilities
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