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  • Job reference: RMS0141880

Site Administrative Assistant

  • Sector: Commercial
  • Location: Newfoundland and Labrador - Other
  • Job type: Contract
  • Date posted: 12/05/2014
  • Time left:
    d h m s
This vacancy has now expired.
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The Company:
Our client, a diverse Canadian Energy Company, plans new developments estimated at $12+ Billion over the next 5 years.

This position is open to Canadian Citizens and Permanent Residents only. Residents of Newfoundland & Labrador will be given first consideration for this position.

The Role:
As the Site Administrative Assistant, you will:

• Utilize word processing (MS Word, Excel and Power Point), as required to prepare letters, memos and other documentation.
• Support the Human Resources team in St. John's for new hire induction process at site;
• Initiate and maintain an efficient filing system using designated filing system numbers, plus additional files as required; (using Aconex construction management instance).
• Ensure incoming mail, documents, faxes are delivered in a timely manner to the correct person.
• Make photocopies and distribute when required; and arrange for bulk copies and special print jobs;
• Printing and distribution of documents when received on site;
• Monitor and update office supplies as required (i.e. requisition stationery, etc.);
• Answer telephone and take messages for the people in designated area and advise them accordingly;
• Provide front desk reception — provide support to Marshalling Yard Management as time permits;
• Book conference or function rooms as required and maintain the necessary register for the rooms;
• Advise project administration of any technical problems affecting personal or department productivity (i.e. LAN downtown, photocopier breakdowns, etc.);
• Collect all Daily Field Reports for distribution and filing;
• Process Overtime Authorizations and provide as required;
• Check timesheets before submission;
• Receive and check expenses before submission;
• Take and Type Minutes of Meetings as required;
• Maintain rotation schedule and provide to management as required;
• Implement the Information Management (IM) plan, procedures and work instructions with an emphasis on following the Site Document Control Procedures;
• Interface with Home Office for the purpose of resolving Information Management issues and obtaining information;
• Collect, prepare and distribute IM documents;
• Check quality of documentation and electronic documents;
• Provide support for Document Control in the following ways:
o Filing;
o Processing construction type documents in Aconex;
o Scanning.

Essential Skills / Qualifications:
Graduate from a recognized Office Administration/Secretarial program. An equivalent combination of education, training and experience may also be considered.
Proficiency in administrative services with 5-7 years of work experience as an administrative assistant with experience in an office environment.
Demonstrated competency in Microsoft Office applications is required, specifically Word and Excel as well as Adobe and EDMS.
Experience in Document Control/Records Management/Filing.
Demonstrated ability to multi task especially via multiple software packages.

Desirable Skills / Qualifications:
General knowledge and past experience in the construction industry or past major industrial projects would be considered an asset.
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