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Administrative Assistant

2 months ago

Fort Saskatchewan, Canada Airswift Full time

Airswift is seeking an Administrative Assistant to join one of our major energy oil & gas clients in Fort Saskatchewan and Sherwood Park, AB, on a 3/6-month contract.


We are seeking a highly organized and detail-oriented Receptionist/Administrative Assistant to support the day-to-day operations at two locations. This role requires exceptional multitasking abilities, data entry skills, and a strong customer service orientation to ensure smooth office operations and a welcoming atmosphere for visitors. You will handle administrative tasks, including managing supplies, coordinating meetings, and covering reception at both sites.


Key Responsibilities:

  • Reception Duties:
  • Greet visitors and ensure they are directed to the appropriate meeting rooms.
  • Manage the front desk, answer incoming calls, and handle inquiries professionally.
  • Serve as the first point of contact for both office locations.

Data Entry & Documentation:

  • Enter and manage data in Maximo, including updates for inventory, maintenance records, and other related tasks.
  • Perform data entry using Microsoft Word and Excel for various office documents and reports.
  • Maintain accurate meeting files, daily logs, and administrative records.

Logistics & Office Management:

  • Coordinate the shipping of items to and from outside storage to the site.
  • Handle office supply orders, ensuring all essential materials are stocked for both locations.
  • Organize coffer orders and manage lunch orders for meetings or office events.

Meeting Coordination:

  • Assist with scheduling and setting up meeting rooms, ensuring that rooms are ready for visitors.
  • Provide support for meetings, including maintaining files, logs, and preparing necessary materials.

Cross-location Support:

  • Cover reception duties at both locations as needed, ensuring a professional and consistent service.
  • Provide administrative support across sites, ensuring smooth coordination between them.

Qualifications:

  • Proven experience as a Receptionist or Administrative Assistant.
  • Proficiency in Microsoft Office Suite (Word, Excel) and Maximo software experience is preferred.
  • Excellent organizational and multitasking skills.
  • Strong communication and interpersonal skills.
  • Ability to manage logistics, including shipping and supplies, across multiple locations.