Admin Assistant

NES Fircroft is a leading global technical recruitment company providing professional contract and permanent staff to a diverse world-wide client base within the oil & gas Industry.

Job Title: Administrative Assistant.
Location: Minnedosa, MB
Length: 12 Month contract with possible extension
Rotation: This is a full-time employee position working a shift of 5 on/2 off, Monday to Friday, 8-hour days (40-hour work week).

About the Opportunity:
The individual will be accountable and responsible for the execution of the administrative workload for all Operations personnel to ensure that ongoing reliability and functioning of the department is met.
The incumbent works independently to carry out most duties, uses experience and good judgment to make decisions and has a solid knowledge of the technical and work responsibilities of the department and the business unit objectives.

Core Responsibilities

• Manage the manager’s calendar and email, scheduling meetings, reviewing and processing expense reports, booking travel, and completing other tasks as required.
• Key communicator within the department ensuring information is distributed to employees utilizing Outlook, MS Teams, SharePoint, bulletin boards, etc. in a timely and effective manner. Coordinate newsletters and Town Halls.
• General department administration including: preparing and/or creating correspondence, reports and procedures; developing/updating spreadsheets; preparing presentations; responsible for employee training course registration, time administration, travel arrangements, accommodations, creating communication plans, scheduling meetings, making room / lunch arrangements, and managing mail and department filing/document management.
• Vacation coverage support for the Maintenance Administrator.
• Work collaboratively with the head office administrative assistant team.
• Develop and maintain relationships with other departments to effectively manage various items such as: Information Technology requests, invoicing/requisitions processing, staffing changes, PPE and office requirements.
• Manage main reception line for the facility and handle external calls from the public, customers and vendors as well as maintain good public, customer and work relations.
• Maintain, troubleshoot, and initiate service requests for office equipment as well as replenish supplies for equipment.
• Coordinate and maintain personal protective equipment (PPE) including inventory tracking and cleaning.
• Update and distribute procedures, monitoring guides, org charts, handbooks, and manuals as required.
• Initiate and action processes for onboarding new hires, employee departures, personnel moves and transfers.
• Comply with all Health, Safety & Environmental requirements in the performance of this Position's responsibilities.

Qualifications

• Must be legally entitled to work in Canada
• Grade XII Diploma or GED equivalent
• An Administration or Business Diploma from a technical school or Community College. Candidates with commensurate experience and training (min 5 years) would be considered.
• Minimum 3 years of progressive related office administrative experience.
• Excellent computer skills in the Microsoft suite (Outlook, Word, Excel, PowerPoint, Access). Knowledge of Visio, and SAP would be an asset.
• Proven ability to prioritize and manage multiple projects/tasks with several priorities and deadlines.
• Ability to work independently in a fast-paced, diverse environment, using a high degree of initiative and attention to detail.
• Clear understanding of the department, business unit and corporate objectives and how they relate to individual employees within the department.
• Extremely professional, and confidential.
• Advanced interpersonal skills such as tact, diplomacy, communication (both verbal and written), and conflict resolution.

Apply here or send your resume to trevor.parlee@nesfircroft.com

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Infrastructure, Life Sciences, Mining, Automotive and Chemicals sectors worldwide.With more than 100 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.