Administrative Assistant/documents Specialist

About Us

BGC Engineering Inc. (BGC) is an international applied earth sciences professional services firm. We are proud of our talented team of over 700 employees, spanning the fields of Engineering, Geoscience, Software, Geomatics, Data Science, Accounting, Administration, Health & Safety and Human Resources.  Alongside our clients and industry partners, BGC works collaboratively as ‘One Team’, dedicated to solving the world’s most critical applied earth science challenges. BGC has Canadian offices located in Vancouver, Victoria, Kamloops, Kelowna, Calgary, Edmonton, Toronto, Kingston, Ottawa, Sudbury, Fredericton, Halifax, and offices in Golden (Colorado), Nashville (Tennessee), Santiago (Chile), Santo Domingo (Dominican Republic) and Brisbane (Australia).  

Our flat management structure creates a culture of innovation, excellence and transparency and a casual, dynamic and inclusive work environment. BGC prides itself on offering training and mentoring opportunities to further our employees’ professional growth as well as social and wellness activities that contribute to the connection and wellbeing of our team.  

We believe in One Team, Excellence, Curiosity, Common Sense and Clarity.

The Role

BGC is looking for a highly motivated and organized Administrative Assistant to join our team.  You will be responsible for supporting a range of administrative functions, with a focus on document formatting and proofreading of technical reports. You will work closely alongside our Administrative and Documents Teams, Toronto Office Managers, and will collaborate with team members across BGC’s locations. This office-based role will be located in our Toronto office. 

Responsibilities 

Document Preparation  

• Formats documents according to company templates in an accurate and timely manner

• Proofreads and quality checks each document for content and accuracy

• Checks completed work for spelling, grammar, punctuation, and light copy editing

• Works with Adobe Acrobat in compiling and finalizing documents

• Provides service to employees needing assistance with documentation

• Troubleshoots and resolves issues related to document activities

• Assists document authors on Microsoft Office suite

• Liaises with team-mates and general staff to ensure deadlines are met and client goals are achieved

Administrative  

• Supports front desk duties such as coordinating visitors and vendors, domestic and international shipping and receiving, and supporting with staff queries

• Collaborates with the Office Administrator on office functions such as:

  • Maintaining office organization, various office equipment and supplies inventory
  • Organizing catering for office functions and meetings
  • Coordinating travel and accommodation logistics for staff
  • Maintaining office tidiness and general upkeep of kitchen area, visitor workstations, and common areas
  • Preparing and coordinating for the onboarding of new staff
  • Assisting with planning office and company social events
  • Liaising with building management and local vendors for repairs, maintenance, and security related tasks

• Supporting the Toronto office staff and greater BGC Administrative Team as needed

Required Education, Experience & Competencies  

• ​​3-5 years+ of relevant work experience

• ​Advanced skills in MS Office including Word (including styles), Share Point, Excel, PowerPoint, and Outlook

• ​Proficient with Adobe Acrobat

• ​Experienced and proficient in applying existing standards and styles to new documents with a high attention to detail

• ​Ability to pivot with changing priorities to meet deadlines

• ​Reliable, punctual, and good problem-solving skills

• ​Excellent interpersonal skills with internal and external stakeholders

• ​Ability to collaborate with team members while also working independently

• ​Strong written and verbal communication skills

• ​Commitment to promoting office and team culture and values​

• French fluency is an asset

Company Benefits

BGC offers our employees the following: 

• Our ‘One Team’ culture supporting health, wellness, safety and diversity

• Comprehensive benefits package

  • Health, Dental and Vision coverage
  • LTD, Life, AD&D and Business Travel Insurance
  • Employee Assistance Program

• Maternity/Paternity leave top ups

• Professional development and mentoring opportunities

• Flat management structure

• Flexible workplace with office and home arrangements

• Social and wellness activities

• 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 need assistance or an accommodation with your application, please contact us.