Site-Services Administrator Jobs

About Umicore

Reducing harmful vehicle emissions. Powering the cars of the future. Giving new life to used metals. We are the leading circular materials technology company fulfilling its mission to create materials for a better life. With ambitions like this, imagine what you could do?

Rechargeable Battery Materials

We are all on the move. Umicore’s rechargeable battery materials give people autonomy and connectivity. We are a pioneer in battery materials that give added range and performance to electric vehicles. Our materials also ensure longer battery life for portable electronics. To enable our customers to produce even better performing batteries we cannot stand still. We need to find new ways to do things, discover new solutions and develop new ideas. Which is where you come in.

What you will be doing

The Site-Services Administrator will assist in setting up and running the administration of General Site-Services for the RBM Canada operational facility in Loyalist.

General Site Service

• Responsible to co-ordinate office administrative procedures:
  • Administration on purchasing flow (SC, PO, FI) around general site services.
  • Assemble data and prepare periodic and special reports.
  • Assist on the creation of manuals and standard correspondences.
  • Access control to the facility and temporary offices.
  • Onboarding support (employee ID badge and accessories, PC set-up, tool accesses …) and basic orientation regarding office procedures and organization policies.
  • Act as reception, receive and screen telephone calls, letters, and/or visitors and treat appropriately.
• Assist on the creation of manuals and standard correspondences.
• Maintain inventory of office supplies
• Liaise with external vendors and contractors to ensure work is completed on time.
• Interacts with vendors regarding selection, pricing, and delivery of supplies, equipment, and services.
• Collaborate with other departments to ensure site-services are provided efficiently and effectively.
• Onboarding support (employee ID badge and accessories, PC set-up, tool accesses …) and basic orientation regarding office procedures and organization policies.
• Assemble data and prepare periodic and special reports.
• Follow established policies and procedures to ensure the facility is maintained to a high standard and meets all regulatory requirements.
• Act as reception, receive and screen telephone calls, letters, and/or visitors and treat appropriately.
• Access control to the facility and temporary offices.
• Schedules appointments and arranges meetings, conferences, and travel (arranges local hotel and transportation service agreements)
• Administration on purchasing flow (SC, PO, FI) around general site services.

External Relations & Communication

Internal communication

• Ensure procedures on site services and requests are well known within the organization.
• Ensure Umicore branding and specific RBM tools and standards are incorporated in the new facility.
• Provide information to the organization when new site services will be in place.

External communication

• Support functional departments to respond to general request and questionnaires.
• Assist in ensuring communication and relations with the regional Indigenous communities and follow the Crown’s duty to coordinate with those communities.
• Assist in following mails and questions received on the local site info mailbox.

Start-up assistance (specifically in the coming months)

• Office space set-up, computers and accessories, office furniture, equipment and supplies.
• Assist with the implementation of Umicore’s administrative procedures, and assist in the creation and implementation of regional procedures.
• Help to introduce the Umicore branding and specific RBM tools and standards.
• Assist in helping to set-up the daily operations of the site services department.
• Set-up of mobile phones and phone numbers, and other company benefits.
• Assist (with input from the specific Umicore teams where applicable) with the administration flows and thirds parties set-ups related to financial requirements, site requirements, operational subcontracting.

Who we are looking for

Functional requirements

• A professional, friendly and polite disposition, both in person and over the phone.
• Well-organized, reliable and efficient.
• Ability to deal sensitively and appropriately with confidential information.
• Self-motivated problem solver and ability to work using own initiative.
• Fluent in (written and spoken) English.
• 3 to 4 years of experience
• Excellent communication skills and be able to communicate well with people at all levels.
• Proficient in MS Office Products (Word, Excel, PowerPoint), experience with analytical tools such as PowerBI is a plus.
• Service mindset with a hands-on approach.
• Outcome focused and able to manage multiple priorities.
• Consistent track record of working in an office/ administrative role.
  • 3 to 4 years of experience

What we offer

We aim to lead the way. Not just for our customers, but for our employees too. That is why we strive to create a collaborative environment in which we can all succeed, and a culture through which we can all share ideas, develop our expertise and advance our careers. We engage in building an inclusive work culture that offers equal opportunities for all employees irrespective of their diverse backgrounds. As you would expect from a world-leading organisation, we will also reward your contribution with a competitive salary and benefits. With all this and more, imagine what you could do?

If our battery materials can power  electric vehicles, IMAGINE WHAT YOU COULD DO?