Assistant, Distribution Operations

1 day ago


Edmonton, Canada EPCOR Full time

Highlights of the job

We are hiring up to one (1) full-time temporary Assistant position for up to 18 months working out of Edmonton, AB.

As the Distribution Operations Administrative Assistant, you work independently and are accountable for supporting the Senior Manager of Distribution Operations, the Distribution Operations management team and Hugh J. Bolton Service Centre (HJBSC) operations employees. You plan and coordinate all Distribution Operations and many HJBSC events (including booking and making decisions based on budgets, people, intent to event, etc.), manage, investigate, and take necessary steps to resolve all purchasing and facilities issues (i.e. FR clothing, Harnesses), and act as a general go-to expert for resolution of any internal EPCOR processes or HJBSC issues. You take initiative, execute problem solving skills, and self-manage priorities and tasks to ensure the large volume of tasks are appropriately prioritized and executed according to priority. This position has a high level of influence on the co-workers they work with.

What you’d be responsible for
- Supporting Managers and Senior Managers of Distribution, including calendar management, invoice processing, proof reading/editing documents, day-to-day assistance and planned events.
- This requires understanding of managers’ needs and requirements and making decisions on the above without direct input from management.
- Creating, tracking and billing work orders for the various field crews. Must have a clear understanding on the various different kinds of billable and non-billable work that Distribution Operation completes.
- Preparing a variety of documents in a detailed and accurate manner, attending meetings, recording processes, maintaining procedures, booking meeting rooms and distributing meeting minutes and agendas. This includes requests for audio/visual equipment, internet access, site access, food and refreshments, seating, venue selection, budget adherence, and aligning all the above with purpose of event.
- Taking bookings and dispatching cranes for the various crews throughout Distribution, ensuring appropriate scheduling based on availability and communicating with relevant parties on updates or changes.
- Maintaining a variety of documents and correspondence materials related to operational standards, reporting, presentations, audits, work flow processes etc.
- Maintaining a departmental filing system, filing and organizing a variety of records and confidential information in hardcopy and softcopy.
- Providing day-to-day administrative support such as: order specific material and supplies as required, photocopying, scanning and document preparation, distributing mail and coordinating courier activities, and other duties as assigned.
- Submitting requests to Accounts Receivable for customer invoicing and general p-card and expense processing. Organizing pre-pay payments from customers for high load and line protection projects. Preparing and submitting requisitions through iProcurement. Assisting with managing purchase orders by completing vendor allocations.
- Investigating and resolving issues using judgment resolution on EPCOR internal processes (e.g. issues with FR clothing orders, monitoring telecommunication reports and resolving billing issues, addressing safety issues with HJBSC, etc.).
- Owning, administering and training on the functional areas of the SharePoint site and maintaining official records for related documentation and correspondence. Providing technical support and troubleshooting for SharePoint.
- Anticipating and maintaining an inventory of office supplies and materials in a cost effective "just in time" manner.
- Managing all TSR/facility requests for new employees and consultants, terminations, office staff relocations, security and remote access and computer equipment.
- Providing administrative support, training, assisting and or providing coverage to their counterparts in other departments.

What’s required to be successful
- High School diploma or equivalent is required
- 2-year post-secondary diploma in a business administration is considered an asset
- 5+ years of related office experience is required
- Demonstrated knowledge and use of Microsoft office including Word, Excel, Outlook, Visio, SharePoint and PowerPoint
- Advanced working knowledge with Geofit, IVARA, and Oracle
- Advanced skills and knowledge in SharePoint site design
- Basic knowledge of Electricity Operations Distribution System is considered an asset
- Ability to self-manage and work largely unsupervised
- Ability to problem solve - identifying issues, understanding internal EPCOR processes, and investigating and resolving issues by working through processes and coordinating and communicating with other areas
- Ability to develop systems to organize workflow, assure quality and provide timely services
- Ability to coordinate multiple, competing priorities and deadlines for optimal outcomes
- SharePoint site de


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