Administrative Assistant

Job Description

<p><strong>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.</strong></p><p><br></p><p><strong>Responsibilities</strong></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><br></p><p><strong>Qualifications</strong></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><br></p><p>If you're interested, apply!</p><p></p>