Receptionist

Job Description:

Receptionist / Administrative Assistant

Charlottetown, Prince Edward Island
Salary Range: $40,000 – $50,0000

Shape Your Future With Us

At Coles Associates, we invest in our people through meaningful mentorship, hands-on project experience, and opportunities for career growth. Working alongside experienced engineers, architects, designers, technologists, and project managers, you’ll gain exposure to diverse projects while developing the skills needed to achieve your professional goals.

Our work spans Atlantic Canada and beyond, offering the opportunity to contribute to projects that make a meaningful impact both locally and internationally. This broad perspective, combined with the strength of our close-knit, multidisciplinary team, fuels creativity and drives innovation.

At Coles, you’ll learn, collaborate, and make an impact from day one.

About the Role

We are seeking an organized and detail-oriented Receptionist / Administrative Assistant to join our Charlottetown, PEI office. As the first point of contact for clients, visitors, and staff, you will play a key role in creating a welcoming and professional environment while supporting the day-to-day operations of our office.

This role is ideal for someone who enjoys working in a fast-paced environment, takes pride in delivering excellent service, and thrives on organization and multitasking. You will provide reception and administrative support to a multidisciplinary team, ensuring smooth office operations and contributing to a positive and efficient workplace.

Coles is a multidisciplinary firm providing architectural and engineering services across institutional, residential, commercial, and industrial sectors.

Key Responsibilities

• Greet and welcome clients and visitors in a professional and courteous manner.
• Answer and direct incoming calls, ensuring messages and inquiries are handled promptly and accurately.
• Coordinate boardroom schedules, meetings, conference calls, and catering as required.
• Manage incoming and outgoing courier shipments, including tracking and receiving documents.
• Maintain a clean, safe, and organized reception, visitor, and kitchen area.
• Support office health and safety initiatives, including administrative support to the Health & Safety Committee.
• Prepare documents and correspondence using Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).
• Manage office supplies, including inventory tracking.
• Provide general administrative support for day-to-day office operations and special projects as required.

Key Qualifications

• High school diploma; post-secondary education in an Administrative Assistant program is considered an asset.
• Minimum of 2 years of related administrative or reception experience preferred.
• Proficiency in Microsoft Office Suite.
• Strong organizational, multitasking, and time management skills, with the ability to meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Professional, warm, and approachable demeanor with strong interpersonal skills.
• High attention to detail and a commitment to accuracy.
• Ability to handle confidential information with discretion and integrity.
• Self-motivated with a proactive approach to supporting team operations.

Why Coles?

At Coles, our strength lies in our people. We’re always looking for talented, motivated, and critical-thinking individuals who bring energy, passion, and fresh ideas to our team.

We’re committed to creating a workplace that is both rewarding and enjoyable, one that recognizes achievement, supports growth, and celebrates success. From professional development opportunities and performance incentives to social events and community involvement, we take pride in fostering a positive and connected team culture.

Coles offers a competitive total compensation package designed to support your health, well-being, and career development, including:

• Comprehensive health and dental coverage
• RRSP matching program
• Professional development and tuition support
• Wellness initiatives and community engagement opportunities
• Progression and compensation growth tied to demonstrated responsibility, delivery performance, and leadership contributions

At Coles, you’ll find more than just a career, you’ll find a team that values your contribution, supports your growth, and shares your passion for building a better future.

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