Site Administrative Assistant

4 weeks ago

Lloydminster, Canada Graham Full time

Graham is an employee-owned construction solutions partner that services the buildings, industrial, infrastructure, water and project finance sectors. We deliver lasting value for our clients through meticulous planning and scheduling, while upholding rigorous safety and quality standards. With offices throughout North America, our passionate and knowledgeable teams deliver projects that enable communities to thrive and people to live, work, move and grow in a rapidly changing world. With over nine decades of experience, Graham has the resources, capacity and expertise to undertake projects of every scope, scale and complexity. Join our team to deliver a better tomorrow.

We are seeking top-tier talent to join our Industrial division and build innovative projects in the oil, gas, petrochemical, renewable energy, power, mining, forestry, underground, heavy construction, maintenance, turnarounds and sustaining capital sectors. As a member of this collaborative team, you can expect a safe, diverse and inclusive environment, and on-going learning and career development opportunities.

**About the role**

Reporting to the E&I Manager in Lloydminster, AB the Site Administrator provides administrative and clerical support to a site or multiple sites, as well as coverage to the office as necessary. The incumbent helps with day-to-day tasks and streamlines efficiencies of the team to ensure the team can focus elsewhere. This includes booking meetings, arranging catering, booking travel, reconciling expense reports, receiving goods and compiling reports, and working with vendors to resolve any site requirements. The incumbent works closely with other departments and is often the first point of contact on the site.

**As a Site Administrator at Graham you will**:

- Support site team with necessary tasks.
- Work with site individuals to ensure proper maintenance of expenses and receipts and create expense reports as required.
- Track goods received on site in Toolbox.
- Work with Buyers to complete GR Report (weekly).
- Work closely with site (Superintendents / PCs) to discuss equipment rental and goods receiving.
- Forecast with site necessary additions to PO.
- Advise Buyers of issues / disputes with invoices.
- Work with Buyers to advise AP to post invoices based on GRs.
- Track fuel, hours, surveys, and testing.
- File documents and timecards.
- Take meeting minutes as required.
- Complete LEIs for Foremen.
- Review overtime allocations.
- Perform quality checks (code against hours).
- Ensure proper allocation of files and equipment.
- Carry out document administrative procedures.
- Archive and destroy files as required.
- Manage documents from clients.
- Maintain Safety PPE inventory.

**Qualifications/Experience**
- A high school diploma is required.
- 2-3 years of relevant experience.
- Good typing, filing, and general reception skills.
- Strong organizational and time-management skills.
- Ability to prioritize tasks well.
- Strong customer service skills.
- Awareness of health and safety standards.
- Positive upbeat attitude.
- Strong written and verbal communication skills.
- Strong understanding of how to communicate or deal with different levels in the organization up to the executive level, and communicate positively and effectively with other administrative staff throughout the organization.
- Ability to create presentations for the site team.
- Proficiency with MS Office Suite, SAP, Toolbox, Skype for business, meeting room set up and technology, PowerPoint, and basic IT troubleshooting.

**Working Conditions**
- This role has the potential for overtime, weekend and shift work.
- Most of the work is completed in a site trailer.

Graham is an Equal Opportunity Employer, and employment selection decisions are based on merit, qualifications, and abilities. Graham does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.

No unsolicited resumes or phone inquiries from agencies, thank you.

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