Job Description
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.
Responsibilities
The successful candidate will be responsible for a wide range of administrative and operational support tasks, including but not limited to:
- Managing the front reception desk: greeting guests, answering inquiries, and directing them to the appropriate contact.
- Performing standard reception duties such as arranging couriers, sending faxes, and distributing mail.
- Handling electronic communications related to Visitor and Contractor Lists and Duty On-Call schedules.
- Updating employee schedules in Teams Shift and tracking vacation days for the site.
- Maintaining safety work permit records and site safety orientation database.
- Supporting minor financial tasks including statement reconciliations, invoice reviews, vendor setup, and procurement.
- Managing PPE inventory and distribution to visitors.
- Taking and distributing minutes for JOHSC and Safety meetings.
- Maintaining department files, on-call lists, and staff directories.
- Coordinating office services such as catering, equipment maintenance, and birthday celebrations.
- Ordering and maintaining office and coffee supplies.
- Booking and coordinating meeting rooms.
- Organizing and maintaining Admin binder documentation.
- Handling Iron Mountain documentation and coordinating deliveries to storage.
- Assisting with NSWG fundraiser planning and auction item coordination.
- Supporting the Operations team with data entry for truck traffic, rail, and vessel spreadsheets.
- Unloading and marking Sulphur and Agri rail on site.
- Assisting Ops Managers with training coordination and record keeping.
- Supporting employees with paperwork for prescription eyewear orders via Eye Safe.
- Providing backup administrative support during vacations or sick leave.
- Continuously seeking opportunities to improve processes and systems.
- Participating in and supporting an equitable, diverse, and inclusive workplace.
- Performing other duties as assigned by supervisors.
Qualifications
- High school diploma required.
- Diploma in communications or a technical field is an asset.
- Minimum of 5 years’ experience in an administrative support role.
- Previous experience in construction, industry, mining or oil and gas environment is an asset.
- Strong organizational, interpersonal, and communication skills (both verbal and written).
- Detail-oriented with the ability to multitask and prioritize with minimal supervision.
If you're interested, apply!
Job Tags
Contract work, For contractors, Work at office, Shift work,