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Administrative Assistant

2 months ago

Victoria, British Columbia, Canada Paladin Security Full time

Job Summary

Paladin Security is seeking a highly organized and detail-oriented Receptionist/People and Culture Specialist to join our team. As the first point of contact for clients and staff, this role is critical to the smooth operation of our office.

Key Responsibilities

  • Answer incoming calls in a professional and friendly manner, routing them to the appropriate department as needed.
  • Greet visitors and ensure they check in and adhere to our visitor policy.
  • Coordinate interviews with prospective security officers, including setting up and checking in candidates.
  • Conduct telephone interviews with new applicants.
  • Process and upload employee documentation to electronic personnel files.
  • Submit online requests for criminal record checks and submit applications for BC SWL.
  • Develop and maintain professional relationships with all staff in the Victoria office.
  • Ensure the overall cleanliness of the front desk area.
  • Manage uniform inventory, maintain a clean and organized uniform room, and issue uniforms to security officers.
  • Order office supplies and groceries as needed.
  • Create cheque requisitions for invoices to submit to Accounts Payable.
  • Schedule meetings for Paladin staff members and book use of the boardroom and training space.
  • Manage access control for the office, including programming access cards and alarm codes.
  • Receive and distribute mail and inventory deliveries, and arrange for shipments and couriers.
  • Perform data entry, compliance entry, and scheduling training shifts using Winteams software.
  • Assist with scheduling in Winteams for job sites as required.
  • Scan, file, and perform other administrative duties as needed.

Requirements

  • Education or related experience in Office Administration and/or Human Resources.
  • Exceptional proficiency with PCs, including Office 365, Outlook, Word, and Excel.
  • Proficiency or willingness to be trained in a variety of software and programs used by Paladin.
  • Professional appearance and demeanor.
  • Organization and time management skills.
  • Excellent interpersonal and customer service skills.
  • Ability to work as a key member of a small team of professionals and manage allocation of time between two companies and multiple departments.

Education Requirements

  • Human Resources, Business, or Office Administration degree.
  • Minimum 1 year Human Resources experience.
  • High School Diploma/GED.
  • Associate's Degree.
  • Certificate Diploma or Bachelor's Degree in Occupational Health and Safety (or related) field.