Administrative Assistant

3 days ago

Sparwood, Canada MacKay Contracting Full time

The Administrative Assistant is a vital role for MacKay Contracting Ltd. to perform a variety of administrative duties to support our Sparwood operations team and occasionally headquarters in creating efficiency and effectiveness for our project teams, co-workers and clients. This position is also responsible for the cleanliness of the office environment.

**Location & Hours**:
This role will be located in Sparwood, B.C. with regularly scheduled hours of Monday through Friday, 8:00 a.m. - 5:00 p.m. There may be occasion(s) where overtime may be required or alterations to the shift schedule, such as on a payroll week, but is not expected to make up a major component of the role.

**Responsibilities & Duties**:
**Administrative**:

- Phone management
- E-mail management
- Office supplies and furniture management
- BambooHR and SiteDocs administration
- Assist with B2W time entries for all active projects
- P2W (Permits to Work) submissions based on weekly personnel schedule
- Assist with Accounts Payable and Accounts Receivables reconciliation specific to Sparwood projects
- Maintenance of office equipment and troubleshoot with I.T. when required
- Assist Safety Advisor with document control, scanning and electronic filing of training and incident records
- Coordinate with Safety Department regarding required PPE and safety supplies
- Assist with Environment, Health, Safety and Community (EHSC) Work Plan creation
- Assist with printing, scanning and filing, and ensuring necessary copies of documents as requested by the Sparwood operations team are available
- Assist with camp and accommodation bookings when required
- Coordinate with Fleet Administration with respect to vehicle requirements and distribution
- Communicate with Cranbrook headquarters regarding Human Resources, Payroll & Benefits, Accounting and Administrative queries
- Additional duties as may be assigned

**Custodial**:

- Sweeping, mopping and/or vacuuming floors
- Wiping down/cleaning/disinfecting restrooms, fixtures, and furniture
- Disposing of trash and emptying trash receptacles
- Office maintenance
- Keeping building free from indoor pests
- Maintaining cleaning equipment
- Maintaining inventory of cleaning agents and equipment
- Ensuring equipment and lights are switched off and premises are locked and secured after hours.

**Qualifications & Skills**:

- High level of initiative and a positive attitude
- Ability to give and follow both oral and written instructions
- Excellent interpersonal communication skills with internal and external stakeholders at all levels
- Proficient computer skills, and with various Microsoft systems including MS Word, Excel, Outlook and Teams
- Must be organized and demonstrate deadline/time management and task management skills
- Consistent attendance and punctuality
- High degree of integrity and honesty in all dealings
- Ability to work in a fast paced, team environment
- Ability to work under pressure
- Ability to work safely without injuring self while completing light/custodial duties

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