Department Administrator

2 weeks ago

Vancouver, Canada Wood Plc Full time

Overview / Responsibilities:
Wood currently has an exciting opportunity for a
**Department**
**Administrator. **Reporting to the Manager of Engineering, this position is located in our Vancouver, BC office. The role has overall responsibility for providing and coordinating administration functions in numerous areas, including General Administration, Department Administration (Engineering/Project Services/Quality/HSSE/Finance) and Project Administration. If you have a successful track record and thrive on challenges in a fast-paced environment, this is the opportunity for you.

***
**Key**
**Responsibilities***:

- Maintain and update Department Filing Systems and Teams Collaboration Workspaces
- Maintain and update Department Standards and Procedures
- Compile, format, and issue department communications
- Co-ordinate staff (office and site) onboarding and departures
- Manage mailing distribution and department reference libraries
- Support implementation of office HSSE initiatives
- Coordinate and support the organization and tidiness of general office areas
- Regularly monitor office supplies and coordinate with Building Office Services to ensure supplies remain stocked
- Provide administrative assistance to Department Managers and their respective teams, including organizing appointments, reviewing and coding invoices, preparing/collating reports, reviewing timesheets, arranging travel etc...
- Support preparing inter-office work orders
- Plan and organize department training events
- Plan, organize and participate in company events and activities
- Assist setup of new projects, and project archiving upon completion
- Administer and maintain SharePoint, Project Workspaces, Project Webs, Project Drives, and hard copy file systems, as required
- Initiate and maintain SharePoint Workflows (PCS, Projects, Studies & Reports, Archiving, etc.) as required
- Contribute to, maintain and update Project Procedures, Instructions and Forms (PIFs) within the Wood Management System
- Perform word processing tasks such as letters, memos, minutes of meetings, specifications, reports, and manuals, etc. in accordance with company standards
- Maintain project files and internal and external reporting requirements
- Coordinating, printing, scanning, and issuing of non-technical documents
- Other related duties as may be required

Skills / Qualifications:

- 0-3 years of office administration experience, preferably in an EPCM environment in the industrial sector
- Exceptional interpersonal, written, and verbal communication skills
- Ability to coordinate several high-priority deadlines simultaneously
- Ability to demonstrate flexibility when dealing with changing priorities
- Exhibit an extremely high level of professionalism and superior attention to details
- Exceptional customer service skills
- Able to demonstrate sense of initiative and ownership
- Energetic, self-motivated, and quick to learn with a focus on continuous improvement
- Ability to work effectively in a dynamic team environment

Company Overview:
Diversity Statement (EEO):
We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.

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