Administrative Assistant

About BESTECH

BESTECH is an innovative multi-disciplinary engineering services firm with over 25 years of proven success across many engineering disciplines. Operating with over 100 employees, 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 we are a company clients want to work with and 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 starting your career or moving to the next phase, BESTECH is the place for you.

Reporting to the HR Manager, the Administrative Assistant ensures efficient office operations and delivers exceptional customer service while supporting multiple business functions. The role serves as the first point of contact for clients, vendors, and guests, and manages visitor access. Key duties include handling calls, mail, and deliveries; coordinating travel arrangements, meetings, and training; and managing office inventory and appearance. The position supports HR activities, assists with recruitment, maintains HR systems, processes purchase requisitions and orders, handles visa support, accounts payable, and maintains electronic filing.

Additionally, the Administrative Assistant contributes to internal communications by preparing company updates, coordinating events, and supporting social media efforts with marketing partners. This multifaceted role requires strong organizational, communication, and problem‑solving skills.

• 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 using exemplary customer service skills; coordinate with internal contacts, accompany them to the appropriate location, and 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 outgoing mail and shipping requirements.
  • Arrange travel and process associated purchase orders, payments, and forms.
  • Schedule site‑specific training and prepare associated purchase orders, payment, and forms.
  • Schedule meetings and training; manage shared meeting and rooms calendars; assist with copying, scanning, and printing.
  • Order and inventory‑keep office, kitchen, cleaning, PPE, equipment, and supplies.
  • Purchase for meals, events, and internal programs as requested.
  • Support tickets as assigned and handle website inquiries.
  • Maintain office, kitchen, and boardroom appearance; coordinate facilities tickets, housekeeping, and organization efforts.
  • Coordinate 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 Support
  • Conduct reconciliations of vacation, wellness, and time‑off balances.
  • Assist recruitment by screening candidates and scheduling interviews.
  • Support HRIS management as required.
  • Perform other Human Resources support tasks as required.
• Accounting Support
  • Review and process purchase requisitions and purchase orders.
  • Support visa processing.
  • Provide accounts payable support.
  • Maintain the electronic filing system.
  • Perform other accounting support tasks as required.
• Communications Support
  • Coordinate and communicate company event registrations.
  • Prepare and share company‑wide updates.
  • Prepare and share monthly Good News Report.
  • Provide support for company‑wide events, as required.
  • Provide support to the social committee.
  • Support social media content management.
  • Perform other communication support tasks as required.

• Diploma in business, communications, accounting, or working towards.
• Minimum of 2 years of administrative support experience.
• P…