Administrative Assistant

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!