Administrative Assistant (Vancouver, BC)

 

About Us

BGC Engineering Inc. (BGC) is an international consulting firm that provides professional services in applied earth sciences. We work together as one team, with coordination and integration of all offices and disciplines. Currently there are over 550 employees, consisting of professional engineers, geoscientists, technicians, software developers, administrators, accountants, health & safety and human resources professionals. BGC has offices in British Columbia, Alberta, Ontario, New Brunswick and Nova Scotia, as well as Colorado, US and Santiago, Chile.

Our flat management structure and unique culture create a work environment where employees can grow professionally, receive mentorship opportunities, work with fantastic teams and enjoy perks such as lunchtime yoga and companywide clubs.

The Role

BGC is looking for an Administrative Assistant to join our Vancouver office. As an Administrative Assistant, you will work alongside BGC team members and collaborate with your fellow Admin staff. You will be working in a fast-paced, dynamic office environment alongside our Admin Team, Engineers, Geoscientists, and other teams within BGC and will report to BGC’s Senior Office Administrator.

You will gain valuable industry experience working at a multinational Applied Earth Sciences engineering firm while practicing our core values of One Team, Excellence, Curiosity, Common Sense, and Clarity.

Responsibilities

Office Support

  • Provide back-up reception coverage and will need a deep understanding of tasks/duties pertaining to the front desk
  • Maintain proper safety etiquette and protocol of COVID19 guidelines as set out by office
  • Assist in maintaining tidiness and general upkeep of kitchen area, visitor workstations, and common office spaces
  • Maintain office organization, various office equipment and supplies inventory
  • Record meetings minutes and notes for assigned meetings
  • Liaise with building management (i.e. repairs, maintenance, security)
  • Assist with booking and coordinating travel for visiting staff and clients

Project Support

  • Logistics planning for field crews
  • Tracking and booking travel
  • Tracking and booking safety training
  • Maintaining project field schedules
  • Understanding and implementing client-specific requirements for the project
  • Assisting Project Accountants or Project Managers with verifying invoices and budget tracking
  • Submitting monthly reporting to client(s) as required
  • Assisting with document control
  • Good understanding of data file management
  • Acting as a point of contact for the project team and facilitate communications
  • Data entry and uploading project-related documents to BGC software
  • Scheduling meetings and taking minutes
  • Being flexible with work hours during BGC’s busy field season to accommodate project location time zones

Training & Events

  • Support and assist with internal training for staff
  • Book meeting rooms, prepare and setup of audio-video equipment
  • Assist with planning occasional office outings and company social events
  • Assist in organizing logistics for conferences and events
  • Plan catering for office functions and meetings

Everything Else

  • Assist the Office Administrator and Office Manager with special projects as needed
  • Support the Vancouver office and greater BGC Admin Team as needed
  • Data entry as needed

Required Education, Experience & Competencies

  • Minimum 2-4 years of administrative working experience
  • Bachelor’s Degree is an asset
  • Proficient in MS Office products and comfortable with learning new technology and software
  • Proficient in Adobe Acrobat
  • Good knowledge of data file management
  • Collaborative approach to working in a team environment
  • Adaptable and able to pivot with changing priorities
  • Working knowledge of general administrative operations
  • Excellent verbal and written communication and organizational skills
  • Ability to prioritize tasks to meet deadlines with attention to detail
  • Ability to work independently and as part of a team

Company Benefits

BGC offers a wide range of benefits and perks:

  • Comprehensive benefits package
  • Flexible hours
  • Parental leave top-ups
  • Social activities
  • Professional development opportunities
  • Mentorship opportunities
  • Flat management structure
  • Ability to work with fantastic teams and industry leaders
  • Casual and professional work environment

BGC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

If you are qualified and interested in a career with BGC, please send your resume and a cover letter in confidence to careers@bgcengineering.ca.

If you need assistance or an accommodation due to a disability, you may contact us at careers@bgcengineering.ca or call the HR Team at 604-684-5900.

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