About UsAplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 57 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of around 300 talented and dedicated professionals delivering creative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees' growth and development, and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.The RoleThe Administrative Assistant will ensure effective and timely day-to-day operation of the office and provide administrative support. Working under the supervision of the Business Group Manager or the designated supervisor(s), the Administrative Assistant will perform a variety of administrative and office support activities. Extensive software skills are required, as well as internet research abilities and strong communication skills.Duties and ResponsibilitiesAdministrative Assistant performs a wide range of duties including some or all of the following:Office AdministrationAnswers general phone inquiries in a professional and courteous manner and as needed directs them to the appropriate staff members.Replies to general information requests with accurate information.Arranges and schedules meetings as requestedManages the shared staff vacation calendarAssists with organizing office events, such as catered lunches and social eventsOrders and maintains office stationery, promotional items, and supplies for photocopiers, washrooms, and kitchensGenerates, formats,



and proofreads professional documents, including proposals, reports, and memos, utilizing word processing, spreadsheet, and database software.Gathers and utilizes information from different sources and liaises with various stakeholders to support and ensure a timely proposal submission process.Creates project numbers for Project Managers within the ERP system.Conducts research and retrieves data on the company ERP system.Provides ad hoc support when issues come up i.E., coffee machine or printer/photocopier issues.Forwards incoming general e-mails to the appropriate staff member.Purchases, receives, and stores the office supplies ensuring basic supplies are always available.Codes and files documents according to the established procedures.Updates and ensures the accuracy of the organization's database.Liaises with administrative staff in other branch offices of the company.Performs month end duties as required (3 Month projections, following up with Project Managers, ensuring all information is up to date).Maintains daily cleanliness of kitchen appliances, sink, garbage and recyclingEnsures professionalism and tidiness of the office spaces, including reception, boardrooms, and kitchensLiaises with cleaners,



building maintenance and other facility contactsPrepares new hire workstation setups and conducts office tours and team introductionsAll other tasks required for the smooth and efficient running of the office.Qualifications & SkillsHigh School Diploma/Post-secondary education in business, computers, or office management.1-3 years' experience in an office setting.Proficient in the use of Microsoft Office 365.Proficiency in Adobe InDesign & Gantt Charts is an asset.Strong attention to detail with strong organizational skillsExceptional interpersonal and communication skillsPositive, self-motivated with a service and team-oriented attitudeCompensationThe salary range for this position is $50,000 to $60,000 per year, commensurate with experience, skillsets, and qualifications.Benefits & RewardsComprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTDEducation assistance programMonthly health & fitness allowanceGroup RRSP program & employer matchingEqual opportunities for growth opportunities and advancement within the organizationFun social, team building events and professional development activitiesA culture that supports learning, collaboration, and work-life balanceAplin Martin is committed to fostering a supportive, diverse, and inclusive work environment where all employees feel valued, respected, and empowered to bring their authentic selvesto work. We actively encourage applications from candidates of all backgrounds and identities. If you have any questions about accessibility or require any assistance during the hiring process, please reach out at [email protected] Martin is an equal opportunity employer and welcomes applications from candidates of all backgrounds. We thank all applicants for their interest, but only those selected for an interview will be contacted.

📌 Administrative Assistant (Nanaimo)
🏢 Aplin & Martin Consultants
📍 Nanaimo