Office Administrator & Receptionist

Type of position: Regular

Your Future Role on the Team

BBA's Toronto 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 or her daily management tasks and supporting the administrative needs of staff in the Toronto office.

Job Responsibilities:

Receptionist Duties:

• Answer and direct phone calls.
• Greet and assist visitors.
• Maintain a welcoming reception area.
• Maintain the visitor log.

Office Management:

• Manage office supplies, ensuring the availability of necessary items.
• Oversee mail and courier services.
• Coordinate parking, building access, and other logistical support.
• Manage office-related vendor relationships (e.g., cleaners, suppliers).

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.

Key Skills:

• 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

Summary of Qualifications & Requirements:

• Post-secondary education in office administration or related field preferred.
• 4-8 years of experience in office administration or management; prior experience in document control is an advantage.
• Proficient in Microsoft Office and familiar with document control processes, including version tracking and compliance.
• Independent, proactive, adaptable to changing priorities, and a strong team player.
• This role requires in-office presence from Monday to Friday, working 40 hours per week and between 9 AM to 4 PM (minimum).
• Flexibility to handle multiple roles and adapt to changing priorities.

At BBA, you get many benefits:

• Access to many experts and coaching
• A collaborative team that shares its ideas and knowledge
• Opportunity for site work: an amazing career accelerator!
• Custom training and development plans
• Interesting growth opportunities to match your ambitions
• Growing business with many opportunities

About BBA
For over 40 years, we've been pushing the boundaries of engineering to serve our clients in the Energy and Natural Resources sector. At BBA, we develop innovative, flexible and sustainable solutions, from strategy to execution.
BBA is one of Canada's leading private consulting engineering firms, focused on practice (PCB), with a network of 18 offices. Our teams work closely to deliver projects that shape tomorrow's industry at the local, national and international levels.
Our people's passion and excellence make BBA one of Canada's Best Managed Companies.
We have unique talents, and we're committed to providing a workplace where you can be yourself. Job postings are written in gender-neutral language.
Learn more about us by visiting our LinkedIn page and join the networks of our talent attraction specialists to speak with them directly.