Administrative Support Specialist

2 weeks ago

Squamish, Canada Woodfibre Management Ltd Full time

Woodfibre Management Ltd. is a leading player in the energy sector, and we're seeking an exceptional Administrative Support Specialist to join our dynamic team at the Woodfibre LNG Project site.

Located approximately 7 km west-southwest of Squamish, British Columbia, our project involves the construction and operation of a liquefied natural gas (LNG) export facility on the previous Woodfibre pulp mill site. As an integral part of our operations team, you will be responsible for providing administrative support to ensure the smooth, safe, and efficient work of our team members.

We're looking for a highly skilled individual with a minimum of five years of directly related experience. Your excellent communication skills, both written and verbal, will enable you to effectively interact with vendors, partners, and visitors to our office. You will also be responsible for preparing internal and external reporting, maintaining confidential information, and scheduling meetings and travel arrangements.

The successful candidate will have a strong understanding of Microsoft Office 365, MS Teams, Visio, SharePoint, DocuSign, and Adobe Acrobat. You will be able to work different schedules while in Vancouver and Squamish, adapting to changing priorities and deadlines in a fast-paced environment.

We offer a competitive salary of $85,000 per annum, commensurate with your experience, plus benefits and opportunities for professional growth and development. If you are a motivated and organized individual who is passionate about delivering exceptional results, we encourage you to apply for this exciting opportunity.

About the Role:

  • Provide administrative support to the operations team, including preparing reports, maintaining records, and coordinating meetings and travel arrangements.
  • Act as the first point of contact for all vendors, partners, and visitors to the office, ensuring exceptional customer service and confidentiality.
  • Maintain highly confidential information for the business, team, or leadership, handling sensitive documents and data with care.
  • Schedule and coordinate international multi-leg travel through a travel agent, ensuring seamless logistics and timely arrivals.
  • Manage team leaders' records and business expenses, ensuring invoices and bills are promptly paid.
  • Respond to inquiries and refer them to the appropriate destination, providing clear and concise information.
  • Attend key leadership meetings, capture actions, and follow up on takeaways and key deliverables.
  • Participate as a member of committees or project teams as requested or as appropriate to the role.
  • Oversee and arrange company-wide events and town halls as necessary.
  • Provide personal assistance from time to time on a necessary basis.
  • Ensure the office is clean, tidy, and prepared to support our team members.
  • Proactively maintain office supply inventory, coordinate name card and office supplies ordering.
  • Facilitate between local and overseas offices for admin support and approvals.
  • Manage couriers.
  • Support in the logistics and coordination support for events, e.g., prepare and send invitations, as well as prepare materials (having schematics / storyboards printed etc.).
  • Provide relief for and support administrative assistants of other departments.
  • Assist operations readiness teams in the preparation of presentation materials and documentation.
  • Process purchase requisitions for operations goods and services through SAP.

About Us:

Woodfibre Management Ltd. is a privately held Canadian company based in Vancouver and a subsidiary of Pacific Energy Corporation Limited. We're committed to excellence and safety, with a focus on delivering high-quality results in a collaborative and dynamic environment.

What We Offer:

  • A competitive salary of $85,000 per annum, commensurate with your experience.
  • Opportunities for professional growth and development.
  • A comprehensive benefits package.
  • A dynamic and supportive work environment.

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