Administrative Assistant

Job DescriptionWHAT'S THE JOB?The Administrative Assistant is the on-site hub for documentation, scheduling, commissary operations, and communications, ensuring that camp operations run smoothly. This role supports the Lodge Manager, Operations Manager, Chef, and Housekeeping by coordinating crew rotations, maintaining rooming lists, compiling reports, processing purchasing and invoices, and ensuring HSEQ documentation is complete and current. The position requires strong attention to detail, professional client service, retail/commissary acumen, and the ability to work independently in a remote, fast-paced environment.This position requires fly-in/fly-out travel from Edmonton, Alberta or Yellowknife, Northwest Territories, to the project site in Nunavut, with potential for weather-related delays or logistical challenges. This is a safety-sensitive position requiring a fit-test and drug and alcohol testing as a condition of employment.Key Responsibilities:Coordinate daily/rotation schedules, rooming lists, and check-in/out processes, update rosters and distribution lists in real time.Prepare and reconcile flight manifests; liaise with travel/workforce for crew changes; communicate delays and impacts to site leaders.Own front-office administration: reception, radio/keys issuance logs, visitor sign-in, mail/courier, and site communications.Maintain document control for SOPs, SDS binders, HACCP logs, water-testing records, inspections, and corrective actions; ensure version control.Assist with payroll/timekeeping: collect and verify timesheets, allowances (LOA/Travel), and overtime approvals; submit within deadlines.Draft meeting agendas, capture minutes and actions; follow up to closure with accountable owners.Support HSEQ program administration, including incident/near-miss reporting, JHAs, drills logistics, and records retention.Coordinate onboarding/orientation for new arrivals; prepare welcome packages and ensure required forms and access are in place.Uphold confidentiality and privacy standards when handling personnel information and client data; comply with company and client policies.Run and manage the camp commissary/canteen: set hours, merchandise displays, accurate pricing, and excellent customer service.Operate POS and handle cash/card transactions; perform daily cash-out and reconciliation; prepare deposit logs and petty-cash summaries.Manage vending machines: restock to par, clear jams, conduct basic troubleshooting, log meter reads, reconcile cash, and coordinate vendor service calls.Ensure commissary compliance with client/site policies (e.g., prohibited items) and food-safety requirements for packaged goods (HACCP, temperature control).Physical Demands:Extended periods of standing, walking, and on-site presence in remote locations.Ability to lift, carry, and move items up to 40–50 lbs.Work in varying environmental conditions, including extreme weather.Travel to multiple sites, including fly-in/fly-out locations.Working Conditions:Project-based role with primary work in Nunavut, flexibility for remote work when not on-site.Ability to work long shifts and rotational schedules (e.g., 4 weeks on / 2 weeks off or similar).Endurance to function effectively in remote northern climates, including extreme cold, wind, or lack of daylight during specific periods.Resilience under isolation conditions—long periods away from home with limited external contact.Fly-in/fly-out arrangement; shared accommodations and meals provided while on-site.Extended periods away from home with possible weather-related travel delays.Must comply with all company and client health, safety, and operational standards.QualificationsWHO ARE WE LOOKING FOR?Required Qualifications:College diploma in hospitality/operations (or equivalent experience).WHMIS and Food Safety (asset); First Aid (asset).Valid driver’s license and ability to travel as required.3–5+ years in coordination/administration within hospitality/remote camps; rooms/front-desk or scheduling experience preferred.Exceptional attention to detail; clear written and verbal communication; customer‑service mindset.Ability to manage competing priorities calmly in a fast-paced, remote environment.Other Skills and Competencies:Strong client service focus with excellent interpersonal and communication skills.Proficient in Microsoft Office Suite and operational management tools.Strong understanding of Health & Safety compliance.Ability to work independently with minimal direct supervision during remote shifts.Cultural sensitivity and adaptability in diverse team environments, including collaboration with Indigenous and Inuit staff