Administration Assistant

7 months ago

Abbotsford, Canada Trans Mountain Full time

Trans Mountain operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 300,000 barrels of petroleum products each day through 1,150 kilometres of pipeline in Alberta and British Columbia, and 111 kilometres of pipeline in Washington state.

**Our Core Values**

Trans Mountain’s core values - Safety, Integrity, Respect and Excellence - guide our every step. Each obstacle we’ve overcome or success we’ve experienced has been the result of a shared commitment to living these values every day. Together, we’re focused on doing the right thing for each other and our communities.

The Administrative Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient operation of the office and support the work of management and other staff.

This position based in the Sumas Terminal reporting to the Operations Supervisor. This is a **full-time in office** position (not remote).

**Key Responsibilities**:

- Assist with department financial administration including budgeting, invoice coding, BMO card coding, employee expenses, new vendor setup, and procurement activities in D365 and BMO Spend Dynamics.
- Provide data entry, scanning, and administrative assistance in various corporate systems including D365, ADP Workforce, BMO Spend Dynamics, maintenance management systems (D365, training systems (Totara), and internal reporting systems which include unauthorized activity reports and operational incident reports.
- Provide general administrative assistance including organizing mail, answering telephones, photocopying, paper/electronic filing, and document preparation and control including updating manuals.
- Maintain files and process documentation specific to the business area.
- Participate in safety meetings and emergency response exercises as well as support other field-related functions.
- Communicate with internal (head office departments, other districts) and external (public, contractors, consultants) groups.

**Qualifications and Professional Experience**:

- Post secondary education training in business systems (Microsoft Office
- Word processing and accounting)
- Minimum of 3 years’ experience in an administrative support role, preferably in an oil and gas or industrial environment.
- Knowledge of office administration would be an asset.
- Proficiency at an advanced level of Microsoft Outlook, Word, Powerpoint.
- Proficiency at an intermediate level of Microsoft Excel.
- Highly proficient with Microsoft One Note, Teams and Sharepoint.
- Working knowledge and understanding of finance and budgeting would be considered an asset.
- Strong interpersonal, communication and organizational skills. Flexible and able to work effectively within a team and maintain a professional and respectful manner with co-workers and external parties.
- Ability to work independently and take initiative to problem solve and move items forward.
- Ability to work under pressure with tight deadlines during critical times.
- Ability to attend to detail and accuracy and work in a time-conscious and time-effective manner in a high-paced, agile and multi-task environment.

**Other Requirements and Information**
- May need to provide support outside of regular business hours and/or on the weekend.

**We Build Careers and Pipelines That Last**

Our story is about determination, resourcefulness and resilience. It’s about charting our own course, finding innovative solutions to challenging problems and doing the right thing. It was true when Trans Mountain became a company in 1951 and it’s just as true today. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take. Our culture is one of care and taking our responsibilities seriously. If you would like to contribute to our culture, then join our journey.

**A Rewarding Opportunity**

**We offer**:

- Valuable experience providing opportunity for professional development and career advancement;
- An opportunity to engage with and learn from some of the most talented and experienced people in the business;
- Competitive compensation;
- Comprehensive benefits programs including flexible benefits, pension and savings plans
- A place to share a sense of purpose and build relationships;
- Meaningful work that makes a difference;
- An opportunity within the Canadian energy industry.

**We value**:

- The health, safety and wellness of everyone working in our company;
- Meaningful participation from Indigenous and local communities;
- The commitment and resilience of our people;
- Collaboration and achieving success together.

In Alberta, the existing pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4).

In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier),

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