Office and Project Administrative Assistant at BBA Consultants

Type of position: Regular

Your Future Role on the Team

BBA’s Sudbury office is looking for 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 their daily management tasks and supporting the administrative needs of staff in the Sudbury 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
• Manage office vehicle fleet
• Coordinate parking, building access, and other logistical support
• Manage office-related vendor relationships (e.g., cleaners, suppliers)
• Maintain a neat office environment
  
  

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
  
  

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 Certifications And Job 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 Suite (Word, Excel, PowerPoint) with expertise in document formatting
• 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
• Strong verbal and written communication skills for handling phone calls, visitors, and document preparation
  
  

An ov erview of BBA’s total rewards

• Annual base salary
• Annual premium program for regular employees
• Access to a time bank
• Cellphone Program
• Group insurance plan starting day one including short-term and long-term disability insurance for regular employees and telemedicine program
• Retirement saving plan for regular employees
• Vacation and sick leave
• Premium offered through the Employee Referral program
  
  

BBA considers many factors to determine the annual base salary such as, but no limited to: Market, education, relevant and demonstrated work experience, technical assessment, qualifications, certifications, and other relevant competencies.

At BBA, You Get Many Benefits

• Access to many experts and coaching
• A collaborative team that shares its ideas and knowledge
• Custom training and development plans
• Interesting growth opportunities to match your ambitions
• A 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.