21797 - Administrative Assistant Jobs

Work options: Hybrid

In-office (Monday, Tuesday & Thursday) / Remote (Wednesday & Friday)

Our client, a Canadian multinational energy transportation company with a focus on the transportation, distribution, and generation of energy, has an immediate need for an Administrative Assistant. This is a contract position for one (1) year located in Edmonton, Alberta.

Description

The Administrative Assistant in this role will provide support services to the department, which contributes to communications, internal and external, usually in accordance with prescribed procedures and instructions. Use considerable initiative in organizing personal work routines and in handling situations as they arise. Handle confidential correspondence and information.

Accountabilities

• This position reports to the Manager, Pipeline Control Technical Services
• Act on behalf of the department in dispensing routine administrative information, and answering general administrative inquiries.
• External communication with Workplace Services, Health and Safety, Technology and Information Services, Building Management, and Security Vendor.
• Visitor access approvals and security pre-screening background check coordination with Workplace Services and Enterprise Security.
• Ensure proper filing of electronic, internal and off-site files in a timely manner consistent with office guidelines and maintain confidential employee documents and files.
• Manage department Personal Protective Equipment (Sourcing, cleaning, tracking, etc.)
• Perform general administrative duties in support of approximately 40 team members.
• Coordination with onsite Security personnel; maintain working knowledge of SEO security procedures in order to properly arrange for receiving visitors.
• Contacts (Working Relationships):
• Manage logistics for major department functions and regular team training sessions (calendar invites, space booking, catering, etc).
• Order and maintain inventory of department office supplies, kitchen supplies, and coffee supplies.
• Preparing and submitting of personal expense reports.
• Management of department email distribution groups.
• Coordinate and schedule ergonomic assessments for the SEO and order specialty equipment if necessary.
• Assist staff with navigation and trouble shooting of company systems (Workday, Oracle iExpense, eLink, etc)
• Other related duties as assigned.
• Supporting Fire Wardens in completing corrective actions identified by regular administrative office Safety Audits.
• Invoice coding and preparation of monthly Operating Cost variance for leadership team.
• Onboarding and Offboarding of staff members, including building access credentials and IT systems access.
• Internal communication with Pipeline Control Team members.
• Receive, handle and distribute departmental mail.
• Coordination with Workplace Services and Building Property Management to manage building maintenance needs and visiting 3rd party vendors.
• Department SharePoint site administration.
• Manage access credentials for new and existing employees.

Required

• Experince with SharePoint
• Experince with Preparing and submitting of personal expense reports.
• High School Diploma or equivalent GED.
• Minimum of 3 years of directly related experience supporting a large team and comfortable working in a dynamic and professional office environment
• Experince with Invoice coding and preparation of monthly Operating Cost variance
• Proficiency in the Microsoft suite of products (including SharePoint).
• Strong interpersonal, communication skills, administrative and organizational skills are required.

If you're a technical professional, you know that at RAISE an Ian Martin Group Company, we exist to connect professionals like you with meaningful work at industry-leading companies in your field. And we walk the walk, too: as a Certified B Corporation, we believe in using business as a force for good for people, our communities, and the environment.

We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please contact us at [email protected]

We encourage all qualified candidates to apply; however, only those selected for an interview will be contacted.

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