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Administrative Assistant

3 months ago

ON, Canada K-Line Group of Companies Full time

The Administrative Assistant is a vital member of the Ontario Operations team. Reporting to the 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

K-Line Group is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At K-Line, we respect, encourage and celebrate our diversity. If contacted for an employment opportunity, please advise if you require accommodation.

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