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Administrative Assistant

2 weeks ago

Fort St John, Canada F&M Installations Ltd. Full time

**Company Overview**

Do you think you have what it takes to be a key contributor in building Canada’s power infrastructure? The FMI Group is an electrical contracting company that specializes in construction of large-scale energy generation, including projects such as the John Hart Dam Replacement, the Site C Substation, and various transmission and distribution projects.
- **This role is based in Fort St John at the Site C Dam Project**:

- **Our Project is growing & we need additional Admin support**:

- **Dayshift**:

- **Home base in Fort St John and surrounding area required**:

- **Weekend availability required**

**Why Work for FMI?**
- Positive & friendly working environment
- Work-life Balance
- Network of Support
- Opportunities for advancement;
- Dental, Vision, Employee Assistance program & Extended health benefits
- Employee recognition programs and events.

The Site Admin is responsible for providing administrative support to the Project Manager(s) and Site Supervisor(s), QA and HSE to create, submit, file, and organize all project documentation and other related drawings, records, reports, meeting minutes, and correspondence. The Administrative Assistant will perform an array of tasks to support site resource requirements and is reassigned to support other teams or perform other clerical tasks as required.

**Responsibilities and Duties**:
The Site Admin is responsible for effectively assisting with all administrative functions related to the project. This role will control and ensure confidentiality is maintained on all sensitive information. This position is project based in Fort St. John.

**Scope of Position**:

- Attend meetings to take comprehensive minutes and represent FMI in a professional manner.
- Assist in documentation of project resourcing requirements for Construction Execution Plans and Schedules.
- Develop the necessary FMI project documentation
- Assist with the development of documentation for submittal packages.
- Display initiative in the development and management of: Operational and maintenance (O&M) manuals, Warranty and delivery information, Status reports as required by the client, Weekly FMI status reports, attending weekly project meetings to update on project progress, Field Advice Memo’s (FAM) and Requests for Information (RFI), to be submitted to the client and then providing follow-up for client responses.
- Responsible for managing all project-related invoices, expenses & timesheets
- Manage travel and accommodation arrangements for project personnel.
- Assist with changes to project and material schedules.
- Assist in the management of training and mentoring forms
- Manage multiple priorities ensuring all administrative deadlines and paperwork submission is complete.
- Manage and maintain accurate and complete project records in both hard and soft copy.
- Display initiative in conjunction with the Project Manager to ensure an on-track project schedule and budget.
- Display effective and efficient communication with the Project Manager, Director of Project Management & Resources, Site personnel, Vendors, FMI Head Office Personnel, and the Client.
- Speak confidently and knowledgeably on the on the status of the project.
- Portray FMI in a professional and positive manner, by ensuring effective written and verbal communication.
- Keep positive attitude in all aspect of the work environment.
- Manage multiple priorities, and being able to shift between priorities through-out the completion of tasks.

**Job Requirements**:

- Office Administration Certificate or relevant experience.
- 2 years in an administrative role.
- Able to manage multiple priorities.
- Proficient in the use of all Microsoft Office Software emphasis on Excel
- Participation in a team environment
- Self motivated, and driven to improve processes and procedures

**Job Types**: Full-time, Permanent

**Salary**: $21.00-$26.00 per hour

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- 10 hour shift
- Day shift
- Weekends as needed

Supplemental pay types:

- Overtime pay

Application question(s):

- What is your hourly rate expectation?
- Do you have reliable transportation to commute to Site (15 minutes from Fort St John)?
- What is your home location? Would you consider relocating to FSJ?

**Experience**:

- administrative assistant: 2 years (required)

Work Location: In person