Administrative Assistant - Pmo (Project Management Office)

BWXT Canada Ltd. is a world leader in design, engineering, manufacture, construction and service of nuclear power generation equipment. As a supplier of innovative, high-quality nuclear components and services we cater to a worldwide customer base. We take great pride in supplying highly engineered solutions that allow our customers to compete within the complex nuclear power generation industry.
We are recruiting for an experienced Administrative Assistant (PMO) for our Cambridge, ON location in our Project Management Office.
Job Summary
Reporting to the Field Services Project Management Manager, provides administrative support to the Project Management and Commercial senior leadership. Maintains a high level of professionalism and confidentiality while interacting with internal and external stakeholders.
Accountabilities
Administrative Support

• Compile financial cost review package and issue same to stakeholders.
• Monitor training matrices and update as required.
• Maintain Fire Marshall list and act as Fire Marshall for Field Services area.
• Run CAR reports, review current status and issue to those individuals who have actions to complete.
• Monitor carry over vacation and issue reports (end of year).
• Advise individuals of outstanding training and assist to ensure training does not go overdue.
• Maintain and enter training records and schedule training to ensure that Quality Assurance program required training is identified and scheduled.
• Create and review expense reports and p-card statements for approval.
• Compile and/or update project related Contract Information Sheets and issue to Document Control department.
• Order catering for customer meetings, review and approve invoices, code accordingly and submit to Finance for payment.
• Follow up with Salary Payroll with any adjustments to pay.
• Monitor and oversee accurate and timely entry of salary timesheets for all time-charging personnel and personnel at site reporting to Field Services.
• General administration as required.
• Schedule quarterly cost reviews / forecast meetings / P&L meetings.
• Manage and book domestic and international travel for managers and employees. This may include coordinating travel for large groups supporting international outages.
• Make corrections and edits to timesheets as necessary.
• Prepare and issue outstanding vacation report for the team.
• Update procedural changes, review matrix and determine if formal training is required. If so, prepare training forms, advise and issue training forms to be completed by all individuals who require training.
• Assist in training scheduling and follow-up.
• Prioritize meeting requests, schedule internal and customer meetings for the Project and Commercial Management Team.
• Update weekly reports.

Office Supplies

• Review items ordered to avoid duplication. Ensure cost effectiveness and ensure items are charged properly.
• Review office supplies on hand and order as required.
• Order office supplies required for project support at site and ensure project is charged appropriately.

General Administration

• Monitor and book meeting rooms.
• Distribute all incoming mail.
• Approve purchase requisitions and purchase orders on behalf of managers / project managers.
• Prepare documents (e.g. correspondence, agendas, minutes, memos, org. charts, reports, presentations, etc.) to communicate information to the team or create documentation in paper or electronic format.
• Resolve computer/printer/equipment issues.
• Print documents required for reports.
• Direct caterers, visitors, customers, suppliers, etc. to correct individuals and/or to the conference room.
• Transfer calls as required.
• Post revised forms and additional information on the Nuclear Services portal and/or SharePoint.

Continuous Improvement

• Create report to track personnel man hours (project and burden); issue monthly report.
• Monitor documents to ensure they are properly identified as proprietary and confidential.
• Investigate availability and costs for one-time and/or non-traditional purchase requests.

KNOWLEDGE AND EXPERIENCE

• Outstanding and professional interpersonal, verbal and written communication skills with the ability to work effectively as part of a team or independently.
• Has sharp attention to detail with the ability to anticipate problems to prevent delays and ensure success (i.e. scheduling conflicts, meeting attendees out of the office, etc.).
• Practices good judgment, discretion, and confidentiality of sensitive information regarding department activities.
• In-depth knowledge of business office processes and practices acquired through a minimum of five years’ experience in a senior administrative support role.
• Ability to communicate effectively with people from diverse backgrounds and various levels of management.
• Experience with SAP would be an asset.
• Understanding of conflict resolution and problem solving skills.
• Excellent computer skills – Microsoft Word, Excel, PowerPoint, and Outlook.
• Superior problem solving, time management and organizational skills with a commitment to process improvement.

WHY JOIN BWXT?

• Educational Refund Program
• Employer-paid pension plan
• Competitive salaries
• Bonus plan
• Profit sharing plan
• Work within the growing and exciting nuclear industry as well as with highly skilled employees!
• Life insurance… and so much more!
• Competitive Health and Dental benefits

We thank you for your interest, however, only candidates under consideration will be contacted.
BWXT Canada is committed to fostering an accessible, fair, and inclusive environment where all employees are able to access goods while being respected and supported. If you require accommodations during the application or interview process, please advise us as soon as possible so appropriate arrangements can be made. If you require information in a format that is accessible to you, please contact Human Resources.
BWXT Canada Ltd. embraces diversity of thought, values individuality, encourages new perspectives and provides equal opportunity in employment for all qualified employees and applicants without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability, or any other category protected by provincial law.