Administrative Assistant

The Company: Synergy Group of Companies (SGC) is an integrated organization created to provide clients with all of their commercial construction, interior build-out, and real estate investment and development needs. We accomplish this through seven business units that operate in three core divisions: Commercial Buildings, Innerspaces, and SynVest.

Part of SGC’s Commercial Buildings division, Synergy Projects Ltd. (SPL) is an Alberta-based, full-service construction firm specializing in general construction, design-build, and construction management services. SPL is focused on the commercial construction market, including major and structural construction and tenant improvements, and has been in business for 29 years as the original construction arm within SGC.

Summary of Position: This is a fast-paced position supporting a team of professionals involved in a variety of active construction projects. This position has two primary responsibilities—acting as the front desk reception for our head office and providing project-related administrative support to various departments as needed. Duties range from filing, typing and correspondence, mail processing, ordering supplies, coordinating boardrooms and conference lines, liaising between the building property managers/janitorial staff and the office, ensuring that all meeting rooms and public spaces are always kept tidy and presentable, answering phones and greeting visitors in person.

  • Job Title: Administrative Assistant

  • Reports to: Controller

  • Work Hours: 8 a.m. to 5 p.m., Monday to Friday

  • Preferred Start Date: May 1, 2025

Administrative Functions:

  • Manage, maintain, and monitor reception area.

  • Promptly receive and screen all incoming telephone calls, providing friendly and professional greetings, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses

  • Professionally greet, assist, and/or direct all walk-in traffic.

  • Maintain knowledge of phone and voicemail system, and troubleshoot as necessary.

  • Ensure timely and accurate maintenance of internal and external contact lists, manuals, and directories.

  • Facilitate general administration of the office including sending and receiving couriers, maintenance of office equipment, and weekly ordering of office supplies.

  • Open and distribute incoming mail; preparing and sending outgoing mail.

  • Prepare forms, documents, and correspondence as required.

  • Ensure the boardrooms and bistro are clean and supplies are stocked.

  • Compile expense reports for the management team.

  • Enter data and invoices for payment.

  • Reconcile vendor statements and credit cards.

  • Other duties as assigned by the management team.

Qualifications Required:

  • High School Diploma

  • Completion of an office administration certificate or equivalent experience would be considered an asset.

  • Post-secondary education and/or experience in accounting/bookkeeping would be considered an asset.

Knowledge, Skills, and Abilities:

  • Possess a mature, self-directed demeanor and be able to work independently, and exercise complete discretion with confidential information.

  • Adaptable and able to balance multiple priorities.

  • Good typing and written communication skills, including business letter composition.

  • Excellent verbal communication and interpersonal skills; presents a professional image.

  • A customer service focus and ability to work both in a team environment and independently.

  • Good time management and ability to prioritize tasks.

  • Knowledge of an office environment and related administrative requirements.

  • Proficient with computers and computer software, especially Microsoft Outlook and the MS Office suite (Word, Excel, etc.).

  • Knowledge of various business machines, including fax, photocopy, etc.

  • Strong organizational skills.

  • Energetic with a positive attitude.

Working Conditions:

  • This is an office position that may require extended periods of computer work, including reviewing text on a computer screen, typing, and using a mouse.  Work is required to be completed within deadlines and therefore overtime may be required.

Benefits & Perks:

  • Competitive compensation and benefits

  • RRSP matching

  • Employee share program (eligibility after one year of service)

  • Social events such as bowling, Christmas parties, family BBQs, golf tournaments, and more—the list goes on!

  • Heated underground parking

  • Professional development and training opportunities

  • Mentorship and continuous learning

  • A dynamic and growth-oriented workplace

 
 
SGC Marketing