Administrative Assistant, Catering

1 month ago

Sidney, Canada BC Ferries Full time

Job Description:
**ADMINISTARTIVE ASSISTANT, CATERING**

**Swartz Bay**

**The Opportunity**

**The role**

Reporting to the Catering Superintendent, Catering and Retail operation,you bring value to key areas including:

- Processing purchase order requests manually or by receiving and entering into a computerized maintenance/financial management system
- Providing support with forwarding purchase orders for approval; verifying, coding; processing purchase orders and invoices, investigating and correcting discrepancies verifying goods received or services rendered and documentation received and complete; entering into system; maintaining documentation to ensure auditing requirements are met; works directly with Vendors regarding Purchase Orders. Placing Eatec orders, builds Eatec packages to assist the vessel when required
- Assisting with administrative process queries; handling confidential. and sensitive information and documents; updating and maintaining multiple filing systems, maintaining spreadsheet records, working within all areas of SharePoint (i.e.; Safety, Operations, Vacations); processing documentation and revision control sheets; making ravel arrangements for Catering personnel; verifying, coding and processing expense claims and related invoices
- Entering and maintaining EZLabor data for Excluded Managers which includes project codes and UCS
- Liaising with internal departments, contractors, external organizations to coordinate raining, liaising with vendors and employees as required.
- Providing guidance and training in all admin areas to other departments and employees as required
- Arranging meetings and hearings by scheduling participant’s attendance, preparing and distributing agenda, arranging meeting rooms, equipment and catering, and taking and distributing minutes
- Liaising with Employee Relations to ensure Catering crew certification remains current;
- Liaising with Crewing to co-ordinate familiarization, recertification, employee appointments, clearance and scheduling of additional personnel resources for vessels
- Liaising with Crewing and appropriate manager to audit and verify overtime on timesheets
- Maintaining Onboard Contact’s and Crew Profiles on Intranet using Marqui; updating and distributing Crew Profile data as required
- Processing and filing PSM and RPSC expenses and letters; and assisting ER with calling in applicants and setting up interviews as required
- Assisting with development of labour and expense budgets on a yearly basis and forecasts on a quarterly basis
- Investigating discrepancies in financial reports and processing correction requests
- Preparing and distributing various reports
- Comparing budget / forecast to actuals and investigates variance on a monthly basis

**What you bring to the team**

**Join us**
- "We connect communities and customers to people and places important in their lives”_
- We appreciate the interest of all applicants; however only those selected for an interview will be contacted._

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