Administrative Assistant Jobs

The Opportunity:

We are currently seeking an Administrative Assistant to join our client’s Voisey’s Bay Project Support Group (PSG). This is a temporary contract for 12 months.

The Site Administrative Assistant works closely with the document manager and the project support group (PSG) to provide sufficient and experienced document management resources to support the project efficiently and effectively with respect to cost, schedule and both quantity and quality of service.

Accountabilities:

• Assist Construction Manager with administrative duties and proposal/project support as requested and maintain appropriate interpersonal relationships with employees, peers, and clients.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Identifying and escalating issues to the lead document controller.
• Ensure the current approved revisions of controlled documents are available to the project in the EDMS.
• Ensuring the 24-hour turnaround of requests into document control.
• Quality checking, registering, classifying, managing, tracking, filing and transmitting electronic engineering and vendor/contractor deliverables and other project-controlled documents as required by the project.
• Managing the package tool and assisting the project teams in maintaining EWP packages, CWP packages and handover packages.
• Provide accurate meta-data for document status reporting.
• Perform a wide range of diversified administrative functions including but not limited to answering the phone, photocopying, mail, couriers, filing and word processing.
• Process documents in compliance with project procedures to meet DM standards.
• Responding to queries (internally and externally) in a timely and professional manner.
• Travel arrangements.
• Providing document management support to project participants including support to external users (bidders, vendors, contractors, consultants, and client).
• Assisting with the final handover of documentation.
• Assisting the lead document controller in training other document controllers as required.
• Providing reports from the EDMS and assisting in expediting internal reviews.
• Registering and maintaining the master list of attribute values in the EDMS, such as the facility breakdown structure codes, procurement package codes etc.

Requirements:

• Ability to follow workflows and standards.
• Experience in working within a team with ability and willingness to share knowledge.
• Experience working in an engineering project environment or data management environment using an electronic document management system.
• Intermediate to advanced computer skills, including MS Office.
• Previous experience working on a remote work site.
• Ability to capture meta-data accurately and efficiently.
• Working knowledge in Microsoft Office Applications, Adobe Acrobat, file management tools (i.e., Explorer and WinZip).
• 2 to 5 years of administrative experience in a professional work environment.

Schedule & Work Site:

This position is based in Voisey’s Bay, the shift schedule is 2 weeks in 2 weeks out, working 12- hour days, for the 14 days. The rotation/shift/schedule may change to meet the needs of the project execution effort. The place of work will be Voisey’s Bay Site in Labrador, as a fly in/fly out operation, all employees will be flown to/from designated pick up/drop off points in Newfoundland and Labrador with the client’s-chartered service to site at no cost to them.

How To Apply:

Interested applicants are encouraged to email a resume and cover letter to [email protected]

Deadline to Apply: June 14, 2023

We thank all applicants for their interest but only those selected for an interview will be contacted.