Administrative Assistant

6 months ago

Moose Jaw, Canada Gibson Energy Full time

**Administrative Assistant**
**Location**: Moose Jaw
**Job status**: Full Time Permanent
**Department**:Moose Jaw Administration

Is this position safety sensitive: No

**What it’s like to Work Here**
At Gibson Energy, we are powered by the diverse, skilled and innovative talent of our employees to ensure safe and responsible operations. Employees take pride in being a trusted member of our communities where we live, work and play to create a positive impact. It’s our people that make coming to work everyday enjoyable - sharing success together along the way.

**The Gibson Way**
Attracting and retaining the right people is key to our business strategy. For 70 years, Gibson Energy has been defined by people who seize opportunities and make exceptional customer service a part of everything we do.

The Business doesn’t successfully operate without ‘we’ collectively working together and ‘I’ contributing individually to achieve our goals. Transitioning from words on the wall to actionable values, provides a daily anchor for our colleagues and teammates to kick start their day with energy. By staying true to our values, we will continue to build a powerful presence in the industry, navigate change more successfully, and dominate our competition

**_The ‘We & I’ play a very important role in our success_**
- Contribute & Add Value Everyday
- Keep Our Edge & Be Resilient
- Stay Focused & Open-Minded
- Work it Out & Do it Together

**This is what we are all about and we encourage you to learn more Click Here**:The Gibson Way**

**Interested?**
The Administrative Assistant performs receptionist duties, provide relief to Rail desk & Inventory desks, switchboard, greet visitors, be responsible for most couriers, both incoming and outgoing. Provide administrative support to Pipeline & Terminal Operations and Finance & Administration support in Moose Jaw.

**What You'll Be Doing**
- Assists with greeting and directing all visitors/customers arriving at the office.
- Arranges incoming and outgoing couriers, both in-town and out-of-town.
- Distributes and sorts mail, reports and correspondence as directed.
- Provides administrative assistance to the department Manager and other department staff, as needed.
- Attend meetings and take minutes; distribute minutes accordingly as requested.
- Ensures travel arrangements and coordinate course registrations for department.
- Manages general telephone inquiries in absence of department staff.
- Ensures all visitors complete sign in.
- Maintains and keeps current assigned tasks list and report these to Managers regularly.
- Maintains and communicates KPIs as necessary.
- Maintains department vacation schedules.
- Completes postings on electronic bulletin board (job bids, hour statistic, etc.).
- Identifies, recommends and implements work process improvements.
- Schedules meetings and coordinate meeting logistics and meals, book and set up equipment.
- Plans and organizes employee events.
- Responsibility for ordering stationary, coffee supplies etc. as required.
- Assists manager in special projects as needed.
- Assists in maintaining invoice tracking system.
- Responsibility for driver and contractor orientation spreadsheet filing
- Maintains Maximo system entrees and updates.
- Demonstrates a personal commitment and proactive approach to Environment, Health & Safety (EH&S) through participation in all applicable EH&S programs and ensures safe operation of the branch, team or unit and compliance with all Company EH&S policies and procedures.
- May perform other duties as assigned.

**What You'll Bring**
- Minimum 2 years of administrative experience.
- Experience in AX or other accounting software.
- Professional appearance and demeanor in dealing with people at all levels from the field staff to Corporate Executives.
- Demonstrates proficient MS Office system skills.
- Ability to work independently.
- Demonstrates excellent interpersonal, organizational and communication skills.
- Demonstrates excellent document drafting, proofreading and spelling accuracy.
- Demonstrates ability to edit, manage and file reports accurately and consistently.
- Demonstrates ability to effectively manage time and priorities.
- Ability to keep sensitive information confidential.
- Ability to be self-motivated, act as a team player and work well under pressure.

**Working Conditions**
- This role will work in our office in Moose Jaw, SK.
- Working schedule is 8 hours per day, Monday to Friday.

**What We Offer**
What makes us different from other companies? Who are we and why do you want to work with us? Well, its because of:

- Competitive salary.
- Employer pension contribution matching.
- Comprehensive health, dental & vision benefits, including leading mental health and family planning benefits.
- Generous time off.
- Incredible work environment and culture that supports career development and advancement.

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