Job Description

Diales Group Plc is a global, multidisciplinary consultancy firm which has operated for over 45 years, providing commercial and dispute related services to the construction, surety, and engineering industries. The Company currently operates in 30 offices across 18 countries and has been operating in Canada since 2014.

Diales Canada, as part of the global Diales Plc group, provide consultancy, dispute resolution and commercial services within Canada and around the globe. These services include expert analysis, reports, and testimony for construction and engineering disputes.

The Role:

We are looking for an experienced and dedicated Administration Assistant to support the Country Director and the wider Canadian team.

The suitable candidate will have a key role in keeping our offices running smoothly and supporting the Canadian and global teams. Working closely with the Country Director, the administrative assistant will be responsible for office and records management, formatting technical reports, invoicing, banking, meeting and travel coordination, and administering key office processes.

Key responsibilities will include (but not be limited to):

• Provide administration support as directed by the Country Director.
• Working in the Company finance system, assist with monthly reports, month end processes and invoicing.
• Within the Company D365 control system run conflict checks, setting up new projects and monitoring payment.
• Prepare, edit, and format internal and external communications, reports, spreadsheets, and PowerPoint presentations.
• Format large, technical Word documents.
• With the assistance of the Country Director, fill-in and submit internal reports, on a weekly, monthly, and yearly basis.
• Assist with coordinating and booking of marketing and business development events.
• Organize and book travel for Canadian employees.
• Assist Canadian staff with weekly timecard and expenses submissions and approvals in the D365 system.
• Working with our Benefits provider, add and remove employees to/from the benefits system, coordinate with payroll regarding benefit costs, and research and respond to employee benefits’ questions as required.
• Assist with banking, including: depositing cheques, setting up and tracking electronic funds transfers, and reviewing, downloading and reconciling credit card and bank statements.
• Update the weekly cash flow spreadsheets.
• Pickup, monitor, and file the mail.
• Organize and file both physical and electronic documents.
• Collate and monitor industry contacts for all Canadian employees using the ACTs system, our business development database.
• Track, monitor, and communicate to the Director long lead key deadlines related to matters such as office leases, insurance, client deadlines, etc.
• Working with the Country Director, ensure alignment with company policies, procedures, and standards.
• Assist with specific projects as and when they arise.

Key candidate criteria:

• Independent, adaptable, and self-motivated individual.
• High proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), SharePoint, Teams), and Adobe Acrobat (Reader/Writer).
• Working knowledge of Microsoft D365 would be beneficial.
• Strong verbal and written communication skills in English. Communication skills in other languages would be an asset.
• Meticulous attention to detail, with experience in proofreading and formatting large, technical Word documents.
• Ability to create simple graphics in Word, and tables and charts in Excel.
• Previous experience with banking, invoicing, and collections for a consultancy, construction, or engineering firm is preferable.
• Basic spreadsheet based bookkeeping skills.
• Willingness to run errands, such as going to the bank to deposit cheques.
• A Class 5 driver’s license and vehicle (mileage reimbursed) would be an asset.
• Due to the confidential nature of our work, a police check for employment may be required.

Education:

• Post-secondary education preferably in Business, Business Administration, or equivalent professional experience.

Salary:

• $38,500 - $45,000 annually based on education, experience, and work hours agreed upon

Benefits:

• Health Benefits including health, dental, and vision coverage.
• Healthcare spending account.
• Short-term/long-term disability plans.
• Professional membership fee coverage.
• Paid leave.
• Annual bonus based on global business performance.

Additional information:

This would be a part-time position, anticipated to be 20-25 hours per week, 4-5 hours per day, working Monday through Friday. The work times within each day would be flexible but would have to overlap with the Country Director’s core hours which are Monday-Friday, 9 am – 5 pm.

The role will be based in Calgary. Diales Canada team operate on a hybrid work model with a minimum of one day a week in our office in downtown Calgary. The other days can be worked from home, if the employee wishes.

Full training on our IT systems will be provided upon start.

This is an exciting opportunity for a dedicated, motivated individual to join a global company which values and contributes to the continuous personal and professional development of all team members whether they are fee earners or support staff.

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