Administrative Assistant

Job Description

<p><b> One of our clients, a major oil and gas company, has tasked us with finding an Administrative Assistant to work on a 6-month contract in Vancouver, BC. </b><p></p><p><b> Responsibilities </b></p><p> The successful candidate will be responsible for a wide range of administrative and operational support tasks, including but not limited to: </p><ul><li> Managing the front reception desk: greeting guests, answering inquiries, and directing them to the appropriate contact. </li><li> Performing standard reception duties such as arranging couriers, sending faxes, and distributing mail. </li><li> Handling electronic communications related to Visitor and Contractor Lists and Duty On-Call schedules. </li><li> Updating employee schedules in Teams Shift and tracking vacation days for the site. </li><li> Maintaining safety work permit records and site safety orientation database. </li><li> Supporting minor financial tasks including statement reconciliations, invoice reviews, vendor setup, and procurement. </li><li> Managing PPE inventory and distribution to visitors. </li><li> Taking and distributing minutes for JOHSC and Safety meetings. </li><li> Maintaining department files, on-call lists, and staff directories. </li><li> Coordinating office services such as catering, equipment maintenance, and birthday celebrations. </li><li> Ordering and maintaining office and coffee supplies. </li><li> Booking and coordinating meeting rooms. </li><li> Organizing and maintaining Admin binder documentation. </li><li> Handling Iron Mountain documentation and coordinating deliveries to storage. </li><li> Assisting with NSWG fundraiser planning and auction item coordination. </li><li> Supporting the Operations team with data entry for truck traffic, rail, and vessel spreadsheets. </li><li> Unloading and marking Sulphur and Agri rail on site. </li><li> Assisting Ops Managers with training coordination and record keeping. </li><li> Supporting employees with paperwork for prescription eyewear orders via Eye Safe. </li><li> Providing backup administrative support during vacations or sick leave. </li><li> Continuously seeking opportunities to improve processes and systems. </li><li> Participating in and supporting an equitable, diverse, and inclusive workplace. </li><li> Performing other duties as assigned by supervisors. </li></ul><p></p><p><b> Qualifications </b></p><ul><li> High school diploma required. </li><li> Diploma in communications or a technical field is an asset. </li><li> Minimum of 5 years’ experience in an administrative support role. </li><li> Previous experience in construction, industry, mining or oil and gas environment is an asset. </li><li> Strong organizational, interpersonal, and communication skills (both verbal and written). </li><li> Detail-oriented with the ability to multitask and prioritize with minimal supervision. </li></ul><p></p><p> If you're interested, apply!</p><p></p>