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  • Job reference: RMS0115083

Facilities Technical and Administrative Assistant

  • Sector: Commercial
  • Location: Calgary
  • Job type: Contract
  • Date posted: 23/08/2012
  • Time left:
    d h m s
    (30/08/12)
This vacancy has now expired.
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The Company:
Our client, a major owner/operating company, requires expertise for their ongoing oil sands mega-projects in Alberta.

This position is open to Canadian Citizens and Permanent Residents only.

The Role:
The Facilities Admin / Technical Assistant is responsible for a broad range of Administrative and Technical assistant responsibilities.

Responsibilities and duties:
• Assisting team members with Technical writing assistance for procedures, scopes and specification documents
• Manages and coordinates preparation, distribution and updates to the Engineering Procedures Manual and LAN directory
• Manages and coordinates preparation, updates and distribution of the onboarding process and presentations
• Expedite input to the weekly and monthly reports
• Expediting status of return of comments on minutes of meetings, closeout of action log items, updates to Engineering Issues log.
• Managing LAN directories inclusive of Weekly, Monthly reports, Management presentations, Safety moments, Technical Alerts.
• Manage LAN directory usage and compliance with LAN guidelines
• Task specific project management activities such as office move co-ordination and logistics.
• Perform administration work for manager and group members
• Serve as liaison with other groups to organize newcomers/visitors computing, phone, LAN and security access.
• Introduce newcomers to team members
• Maintain vacation records
• Check team member Expense Accounts
• Post Time writing job numbers, monitor entries, ensure group members enter data, provide assistance as needed
• Provide organization, planning (inclusive of office space), and administration of teambuilding and special work team arrangements; update team members list
• Maintain/update group Distribution List(s)
• Carry out administration tasks, such as:
• o Assist with meeting arrangements
o Make travel bookings, conference arrangements, and events arrangements
o Prepare letters, memos, presentations, faxes
o Perform clerical and general office duties, word processing, record and files maintenance, mail distribution, and telephone reception
o Copying, distribution, and shipping
o Coordinate preparation and release of personnel announcements
o Coordinate and update floor plans
o Update Staff Phone Directory with group changes, as needed
o Process and maintain files for buisness card and phone orders
o Prepare and submit business card/stationary orders for group members

Essential Skills / Qualifications:
• Extensive knowledge of e-mail systems
• Extensive knowledge of word processing and data management systems, e.g., Microsoft applications: Word, Excel, PowerPoint, Adobe Acrobat
• Knowledge of Microsoft Access, Visio
• Knowledge of Document management software packages
• 10+ years of closely related professional experience, some of which should be participation on major projects
• Strong organizational and Multi tasking skills
• Ability to adapt to tight deadlines, heavy workloads, and frequent changes in priorities
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