Operations & Administrative Assistant

3 months ago

Victoria, Canada Western Stevedoring Full time

**Operations & Administrative Assistant (6-month contract)**

**Victoria Cruise & Deep Water Terminal**

Western Stevedoring is a Western Group enterprise, a diversified and integrated group of marine logistics companies committed to the success of our people, our customers, and our communities, to sustain and grow Canada’s trade economy for the benefit of all Canadians. Our role in Canada’s supply chain is essential. It’s a responsibility and a privilege, one that inspires us to deliver expert solutions that help move cargo and people across the globe for our customers reliably, safely, and professionally.

Our operations at the Victoria Cruise & Deep Water Terminal focuses on terminal/marine operations for cruise, cargo, and fiber optic cable ships as well as a variety of service vessels. Shore-based operations include warehouse storage, facility rentals, and community events.

We are currently seeking an Operations & Administrative Assistant to join our team on a **6-month full-time contract** based at our Victoria Cruise Terminal.

**The Position**

The Operations & Administrative Assistant will assist with both operational and administrative functions within the office, contributing to the overall success of the Victoria Terminal. The role involves providing critical support for cruise ship and terminal operations, overseeing maintenance and repair activities, managing administrative tasks, coordinating office functions, and assisting with Health, Safety, Quality, and Environmental (HSQE) initiatives.

**Responsibilities & Activities**
- Support warehouse and terminal storage tenant relationships and agreements.
- Assist with providing access, information and other support to terminal users, contractors and visitors.
- Assist with coordinating bookings for events, film and other terminal uses.
- First point of contact for office during working hours: answering the phone, responding to visitors, and coordinating information regarding terminal operations.
- Support with office procurement and inventory management.
- Coordinate meeting rooms and prepare meeting agendas, attend meetings and take accurate minutes as required.
- Maintain cruise schedule and berth requests through TMS, and updates GVHA’s website.
- Communication with agents, security, Superintendents, and dispatch to coordinate requirements.
- Assist in preparing the terminal for ship arrivals.
- Prepare paperwork and reports as required, including labour orders, ops packages, security lists and others.
- Update terminal user guides and manuals as required.
- Assist in coordinating terminal contractors completing maintenance and repairs.
- Ensure the terminal is kept clean, tidy, and well organized.
- Liaise and communicate with GVHA on terminal maintenance issues.
- Assist with updating terminal plans, documentation and communicating changes to stakeholders and partners.
- Provide coverage for vacation relief and overflow assistance in other areas.
- Provide support to other team members as required.

**Qualifications & Skills**
- A level of education, training and experience equivalent to two years of experience in operations, dispatch, transportation, hospitality or similar industry would be considered an asset
- Familiarity with terminal operations as well as knowledge in local tourism would be assets.
- Experience with social media, Canva, Creative Cloud, AutoCAD and Asana is an asset.
- Broad understanding of GVHA ‘s mandate and organizational structure and strategic goals.
- Demonstrated ability to communicate efficiently both with and among team members.
- Ability to strategically plan, analyze, implement, and review a variety of projects and assignments.
- Teamwork and interpersonal skills with the ability to build relationships across all levels and functional areas of the organization, fostering trust and integrity.
- Strong business acumen.

**Benefits of Working with Western**
- Professional development opportunities and funding for career development.
- Free parking
- Working for a stable, successful organization that is a significant player in West Coast port operations.
- Enjoy a company culture that is steeped in care for employees and where community and diversity, equity and inclusion are valued.

**To Apply**

If you are looking to broaden your horizon, work on a diverse set of cutting-edge technologies and are committed to making a difference, we’d like to meet you.

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