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Site Administrative Coordinator

2 months ago

Dawson Creek, Canada Graham Full time

About the Role

The Site Administrative Coordinator 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 and arranging catering
  • Booking travel and reconciling expense reports
  • Receiving goods and compiling reports
  • Working with vendors to resolve any site requirements
  • Supporting site team with necessary tasks
  • Working with site individuals to ensure proper maintenance of expenses and receipts
  • Tracking goods received on site in Toolbox
  • Working with Buyers to complete GR Report (weekly)
  • Working closely with site (Superintendents / PCs) to discuss equipment rental and goods receiving
  • Forecasting with site necessary additions to PO
  • Advising Buyers of issues / disputes with invoices
  • Working with Buyers to advise AP to post invoices based on GRs
  • Tracking fuel, hours, surveys, and testing
  • Filing documents and time cards
  • Taking meeting minutes as required
  • Completing LEIs for Foremen
  • Reviewing overtime allocations
  • Performing quality checks (code against hours)
  • Ensuring proper allocation of files and equipment
  • Carrying out document administrative procedures
  • Archiving and destroying files as required
  • Managing documents from clients
  • Maintaining Safety PPE inventory

Requirements

To be successful in this role, you will need:

  • A high school diploma
  • 1-3 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
  • A 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