RECEPTIONIST/ADMINISTRATIVE ASSISTANT - Hamilton Jobs

Job Description

RECEPTIONIST/ADMINISTRATIVE ASSISTANT

(Full time in-office presence required)

The Hamilton-Halton Construction Association (HHCA) is a member focused organization committed to supporting our construction community by connecting members with opportunities, education and resources. We are looking for a Receptionist/Administrative Assistant to round out our small, highly effective team.

This crucial job function is responsible for ensuring the smooth operation of daily administrative tasks, including reception duties, event coordination, membership support/communications, email preparation, social media communications and more.

We operate in a professional office setting and take great pride in providing our members the support and services they require and are accustomed to. This in-person position is best suited to a well-organized, multi-tasking generalist with a record of stellar work attendance, strong attention to detail and an ability to get things done in a fast paced and dynamic work environment.

Responsibilities of the job may evolve over time based on the candidate’s strengths, interests and job performance.

JOB RESPONSIBILITIES

Administration (25%)

• Front line reception duties including answering phone calls, responding to emails in a timely manner, and serving walk-in customers
• Fulfilling orders for construction documents
• Commissioning construction documents (application and training provided)
• Updating HHCA website as required
• Processing payments and assisting with basic bookkeeping including accounts payables/accounts receivable, data entry and bank deposits
• Coordinating meetings and taking minutes
• Managing and maintaining records of reservations for shared training room

Membership Support (15%)

• Processing new and renewing memberships – data entry, email reminders, processing payments and renewal certificates
• Manage new member package materials and distribution

Event Support (20%)

• Confirm venues and catering
• Track and invoice for attendee registrations and sponsorship
• Event day set up and logistics

Education Support (15%)

• Confirm course dates, time and pricing
• Track and invoice for attendee registrations
• Distribute certificate post session

Marketing Support (10%)

• Post education, events and opportunities to HHCA website
• Preparing email communications
• Developing and posting items to social media

Safety Program Support (15%)

• Sending meeting notices
• Confirming speakers
• Sending emails to member companies according to individual schedules and maintaining communication records

REQUIRED SKILLS & QUALIFICATIONS

• A drivers license and access to a vehicle
• Proficient with MS Office
• Strong organizational and time management skills
• Excellent communication, interpersonal and problem-solving abilities
• Independent thinking capability and understanding of office administrative process/procedures
• Occasional early morning or evening work related to special events

ASSETS

• Ability to develop/write targeted communications
• Familiarity with bookkeeping principles and Quickbooks online
• Completion of a relevant post-secondary program
• Experience in a similar role and familiarity with the construction industry

This is a permanent full-time, in-person position, 35 hours per week Monday to Friday from 8:30am to 4:30pm. Salary up to $45,000 per year plus benefits including:

• Group Benefits Package including Life & LTD Insurance, Dental Care, Pay-Direct Drug Plan, AD&D, Long Term Disability, etc.
• Paid time off (3 weeks vacation plus office closure between Christmas & the New Year)
• Downtown Hamilton location with free parking

Our energetic organization is a great place to work. If you’re looking for an opportunity to be part of a high performing team that works hard but values fun, please reply in confidence with your resume and cover letter to info@hhca.ca on or before September 30, 2024. Qualified candidates will be contacted.