Office Assistant

Overview

SUMMIT Inspection Services Ltd. is seeking a highly organized, professional, and detail-oriented full-time Office Assistant to support administrative, reception, and office operations within our rapidly growing inspection services company. This position serves as the first contact for visitors and callers and provides comprehensive support to multiple departments through administrative coordination, facilities support, and logistical assistance.

The successful candidate will be a self-starter who can work independently, with strong time management skills, the ability to stay productive during quieter periods, and the initiative to manage daily responsibilities without direct supervision. Strong organizational skills, attention to detail, professionalism, and effective communication abilities are essential. Proficiency in Microsoft Office applications and the ability to maintain confidentiality while supporting a collaborative office environment are required.

• Minimum of one (1) year experience in an administrative or similar role
• Proficiency in Microsoft Office applications and general office software
• Knowledge of clerical practices, procedures, and document control systems
• Strong verbal and written communication skills
• Demonstrated ability to work independently and collaboratively within a team
• Excellent organizational skills with strong attention to detail
• Valid driver’s licence
• Comfortable operating a pick-up truck
• Average to above-average mechanical and vehicle awareness

• Greet and sign in visitors, notify staff of arrivals, and offer beverages as appropriate
• Answer, screen, and transfer phone calls; take and deliver messages
• Manage boardroom scheduling and meeting coordination
• Receive, distribute, and prepare incoming and outgoing mail, packages, and courier shipments

• Provide general clerical and administrative support including typing, data entry, filing, scanning, copying, and emailing
• Maintain electronic and hard-copy filing systems and document control records
• Update daily employee schedules and calendars
• Assist with meeting preparation, presentations, demos, and office events
• Submit receipts and mileage reports to finance
• Book flights and manage unique travel requests
• Track staff milestones (weddings, new babies, sympathy events) and coordinate cards or gifts

• Open and close the office daily
• Maintain cleanliness and organization of common areas, kitchens, washrooms, printers, and boardrooms
• Stock office supplies, groceries, coffee, water, and kitchen essentials
• Coordinate office maintenance requests, quotes, repairs, and service providers
• Support contractors and trades as required
• Assist with office inventory, shutdown preparation, and equipment tracking

• Receive, allocate, and track packages and equipment
• Assist with tool crib access, equipment and stock management
• Coordinate equipment repairs and calibration records
• Support package scanning, printing, and distribution for project teams
• Assist with vehicle-related tracking (truck KM reporting, mileage reports)

• Perform pick-ups, drop-offs, coffee runs, airport drop-offs, and errands
• Assist with weekend or special event setup when required
• Provide general support to all departments and assist with miscellaneous tasks as they arise

• Superior verbal and written communication skills
• Superior attention to detail and accuracy
• Strong interpersonal skills with professional phone and in-person etiquette
• Proficient in Microsoft Office Suite and general office software
• Excellent grammar, spelling, and written documentation abilities
• Ability to manage multiple priorities effectively
• Strong reading comprehension and information processing skills
• Highly organized, with effective prioritization, planning, and time management skills
• Excellent analytical and problem-solving skills
• Quick to adapt to changing priorities, systems, or work environments
• Self-motivated with the ability to take initiative and work independently

Proven ability to collaborate effectively within a team setting. The successful candidate will be a team player who is self-motivated looking for a long-term career with growth opportunities. We would like to thank all applicants who respond to this position opening and will be contacting the potentially suitable candidates.