Job Description

Administrative Assistant

Status:

Regular, Full time

Location:

Abbotsford, British Columbia

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Reporting To:

Executive Administrative Assistant

Key Accountabilities

Administrative support for:


(30%) Human Resources


(30%) Marketing


(30%) Procurement


(10%) General office

Duties

Ensure all job functions are performed in accordance with the Corporate Standard Practice Instructions (SPI) Behave in an ethical and professional manner reflecting the values of the Company

HR Administration

Assist the Corporate HR Director in Administrative tasks Manage data for all job profiles and posts on various job boards: Participate in job fairs when appropriate Manage the data base of job profiles in PLUM Prepare reports and ensure successful handoff of updated candidate lists to hiring managers Manage the security, reference, reminders and data verification including requests for reference lists and follow up on completion rates in Survey Monkey Coordinate job descriptions and relevant posting information with hiring managers Aid in Corporate HS&E document administration

Marketing Administration

Maintain accurate records of all marketing-related invoices, payments, and department expenses Process, track, and reconcile purchase orders (POs) for marketing events, campaigns, and external services Manage vendor invoicing workflows, including submitting invoices for approval and following up on outstanding or overdue payments Support tradeshow and event logistics by managing payments, securing Certificates of Insurance (COI), overseeing shipping documents, and preparing required materials for staff attending Maintain detailed records of event expenses, vendor agreements, and support materials for post-event reconciliation Coordinate post-event follow-up activities, including procurement and shipping of thank-you gifts or promotional items Maintain and update the marketing collateral database for all brands, ensuring files are current, properly organized, and accessible to internal teams Support document version control and ensure outdated collateral is removed or archived appropriately Work with Hiring Managers to distribute company-wide new hire announcements, ensuring timely and consistent messaging Assist with internal communication tasks related to marketing initiatives, campaigns, and organizational updates as needed

Procurement Administration

Enter, evaluate and update accurate information relating to buy-sell requisition purchase orders and keep all stakeholders informed through the system and other means as required. Assist purchasers to resolve purchase order related issues including but not limited to vendor delays, returns, stock rotations, expedition and pushout/cancellation requests while managing the information to be accessible as required Create Purchase orders from Requisitions Upload order confirmations and expedite as needed Enter transfer orders as approved by purchasers Evaluate the buy-sell requisitions and update purchaser if items need to be added for stock Evaluate the best freight rates for the requisitions and co-ordinate with sales for any other special instructions

General

Office Administration

Miscellaneous administration such as filing, copying, shipping / receiving Support as required for daily billing, coffee & office supply management, monthly celebrations

Qualifications

Exceptional ability in data management; fastidious attention to accurately Typing skills minimum 50 WPM Previous experience in Workday, Plum, LinkedIn, Survey Monkey an asset Knowledge of HR databases and candidate management systems as asset French English Bilingual an asset Ability to multitask and prioritize Strong verbal and written communication skills Ability to work independently and with a team

What's in it for you

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We are a major player, involved in the energy transformation in Canada. Our dynamic work environment promotes autonomy and decision making and offers great career opportunities.

What sets us apart is our:

Annual profit-sharing offered to all in addition to our competitive compensation: rewarding accomplishments is part of our culture. A strong national network offering real opportunities to grow: our people make the difference.

Among our benefits:

Flexible group insurance plan customizable to your needs. Free health resources available 24/7: Telemedicine and Employee Assistance Program (EAP). Group RRSP with employer contribution and TFSA. Postsecondary Scholarship Program for our employee's children. Charging terminals available at our facilities. Years of Service Recognition Program.




Come build your career with us, a growing network where our people make it happen!



Our recruitment process ensures equality and diversity. Please note that only successful candidates will be contacted.