Role

Reporting to the Regional Director, the role of the Administrative Assistant is to perform a wide range of administrative and office support activities on the site to facilitate the efficient operation of the organization. In this role the Administrative Assistant is expected to coordinate and maintain office supply inventories, open sort and distribute incoming correspondence and coordinate maintenance of office equipment.

Responsibilities

• Ensure all crew members and visitors are signed-into all applicable Sitedocs files and site requirements.
• Review and correct all inspection sheets and safety documents. Scan to SharePoint and file all paperwork into the appropriate binders/files
• On daily basis prepare, print and e-mail POD (which includes updates on daily activities).
• Prepare 3 week look ahead reports (which includes updates on personnel on site, daily activities, weather and pictures).
• Scan and file equipment inspection forms on weekly basis and printout blank forms for the upcoming week
• Maintain 100% crew attendance for weekly safety meeting.
• Maintain daily quality control from field activities to ensure staff are completing the provided QC Forms, Quantifying Pictures, and UTM Coordinates as per Inspection and Test Plan.
• Ensure officer trailer is kept organized and tidy.
• Check and update all equipment, trucks and test equipment on site for the shift. Maintain record including correct identification number, wash log, and calibration certificate of all equipment coming to and leaving the job site
• Provide support and guidance to employees regarding Cognibox usage and training requirements.
• Manage and maintain employee profiles in Cognibox.
• Collaborate with project teams to facilitate training schedules and ensure compliance of all employees with required training and certifications.
• Ensure, at all times, that a copy of Alcohol & Drug letters for each crew member is available along with any certifications and tickets that an employee may have

Requirements

• High School Diploma is required
• At least 2 years of experience in an administrative role
• Proficient computer skills for general day to day tasks
• Proficiency in all Microsoft Office applications including MS Outlook is required
• Proficiency in Microsoft Teams and intermediate MS365 Functions would be an asset.
• Proficiency in PDF files formats and Adobe Acrobat and/or other PDF Software
• Knowledge of operation of standard office equipment is required
• Knowledge of clerical and administrative procedures and systems such as filing, bookkeeping and general organization of office documents and equipment

Benefits

• Extended Healthcare Plan (Medical, Disability, Dental & Vision)
• Paid Time Off Benefits
• Training & Development
• Employee Assistance Program - Counseling
• RPP - Group RRSP