Administrative Assistant

BESTECH is an innovative multi-disciplinary engineering services firm with over 30 years of proven success across many engineering disciplines.

Operating at over 100 employees strong, we know that our value comes from our incredible team.

We pride ourselves on being a Partner of Choice, not just to our clients but to our community and our employees.

This means ensuring not only that we are a company that clients want to work with but that we are a company our team would continue to choose to work for.

As part of this promise, we are committed to prioritizing employees, maintaining open communications, and consistently improving and growing.

Whether you are entering the workforce and looking to learn from the best or moving towards the next phase of your career and eager to help usher in the newest generation of subject matter experts, BESTECH is the place for you.

Reporting to the HR Manager, the Administrative Assistant is responsible for ensuring efficient office operations and delivering exceptional customer service while supporting multiple business functions. This role serves as the first point of contact for clients, vendors, and guests, and managing visitor access. Key duties include handling calls, mail, and deliveries; coordinating travel arrangements, meetings, and training; and managing office inventory and appearance.

The position provides support in human resources by assisting with recruitment, and maintaining HR systems. This position also provides support in accounting through processing purchase requisitions and purchase orders, visa support, accounts payable support and maintaining electronic filing system. Additionally, the Administrative Assistant contributes to internal communications by preparing company updates, coordinating events, and supporting social media efforts in collaboration with marketing partners.

This multifaceted role requires strong organizational, communication, and problem-solving skills to ensure a professional and welcoming environment while supporting BESTECH’s operational and strategic objectives.

• Office Administration
  • Represent BESTECH’s interest in all dealings with clients, vendors, sub-contractors, and guests.
  • Support office security by following safety procedures and controlling visitor access by maintaining visitor logs.
  • Greet all guests utilizing exemplary customer service skills; coordinate with internal contact, accompany to appropriate location, offer refreshments.
  • Handle, screen and redirect incoming phone calls and voicemails appropriately.
  • Scan incoming mail into the electronic filing system and notify team members as required, distribute deliveries, prepare and schedule out-going mail and any shipping requirements
  • Travel arrangements and accompanying purchase orders/payments/forms as required.
  • Schedule site specific training and prepare accompanying purchase orders, payment, and associated forms as required.
  • Schedule meetings and training, manage shared meetings and rooms calendars, and assist with copying, scanning, and printing.
  • Ordering and inventory-keeping for office, kitchen, cleaning, PPE, equipment and supplies.
  • Purchasing for meals, events, and internal programs as requested.
  • Support tickets as assigned, as well as handling website inquiries.
  • Office management including office, kitchen, and boardroom appearance to ensure a professional and clean environment, coordinating facilities tickets, housekeeping, and organization efforts.
  • Coordinating with vendors for service issues including printer maintenance, office repairs, cleaning services
  • Occasional work-related pickups and drop-offs.
  • Participate in quality activities and continuous improvement initiatives.
• Human Resources…