Job Description

The Administrative Assistant is a vital member of the Ontario Operations team. Reporting to Vice President – Operations Ontario, the successful incumbent will perform and coordinate a variety of administrative tasks in support of the team of Operations leaders. This role will also support employees and other departments with any inquiries or administrative needs as required.

Responsibilities:

• Coordinate various department meetings and conference calls; confirming attendance, preparing agenda and presentation materials and distributing minutes to relevant parties
• Monitor the central email database and the administration of shared outlook calendars for vacation and equipment booking (tension, stringing equipment, off-road, operators, etc.) in support of the Logistics Coordinator
• Assist in the Operations tools inventory process from data entry and comparisons of tools adjustments and provide summaries of discrepancies/reports to Forepersons, General Forepersons and management
• Prepare documentation for the on-/off-/cross-boarding processes of Operations employees including IT requests, PPE requests, etc.
• Assist with reporting using various platforms; run reports on outstanding actions, Worksite Inspection data, Opportunity for Improvements, equipment utilization, etc.
• Provide general administrative support including data entry, ordering office supplies, filing, photocopying, recording meeting minutes, etc.
• Distributing and maintaining Foreperson field binders, ensuring foreperson mailboxes are kept stocked with appropriate documentation.
• Work collaboratively across multi-disciplinary groups to meet departmental and organizational objectives, as required.

Qualifications and Requirements

• Minimum two (2) years’ experience in an administrative or similar role
• Completion of a secondary school diploma or equivalent is required. Post-secondary education in Business Administration or a related program is preferred.
• Previous experience in a construction environment is an asset
• Familiarity with tools and equipment is an asset
• Previous experience with e-Compliance is an asset
• Proficient with Microsoft 365
• Knowledge of standard office equipment including telephone systems, photocopiers, and fax machines.
• Highly organized with the ability to multi-task and handle tight deadlines
• Ability to handle frequent interruptions and adapt to changing environment
• Excellent customer service and communication skills
• Keen eye for detail
• This position will be in office/remote based on business needs