Administrative Assistant, Catering

1 week ago

Sidney, Canada BC Ferries Full time

Job Description: **ADMINISTARTIVE ASSISTANT, CATERING** **Swartz Bay** **The Opportunity** **The role** Reporting to the Catering Superintendent, Catering and Retail operation,you bring value to key areas including: - Processing purchase order requests manually or by receiving and entering into a computerized maintenance/financial management system - Providing support with forwarding purchase orders for approval; verifying, coding; processing purchase orders and invoices, investigating and correcting discrepancies verifying goods received or services rendered and documentation received and complete; entering into system; maintaining documentation to ensure auditing requirements are met; works directly with Vendors regarding Purchase Orders. Placing Eatec orders, builds Eatec packages to assist the vessel when required - Assisting with administrative process queries; handling confidential. and sensitive information and documents; updating and maintaining multiple filing systems, maintaining spreadsheet records, working within all areas of SharePoint (i.e.; Safety, Operations, Vacations); processing documentation and revision control sheets; making ravel arrangements for Catering personnel; verifying, coding and processing expense claims and related invoices - Entering and maintaining EZLabor data for Excluded Managers which includes project codes and UCS - Liaising with internal departments, contractors, external organizations to coordinate raining, liaising with vendors and employees as required. - Providing guidance and training in all admin areas to other departments and employees as required - Arranging meetings and hearings by scheduling participant’s attendance, preparing and distributing agenda, arranging meeting rooms, equipment and catering, and taking and distributing minutes - Liaising with Employee Relations to ensure Catering crew certification remains current; - Liaising with Crewing to co-ordinate familiarization, recertification, employee appointments, clearance and scheduling of additional personnel resources for vessels - Liaising with Crewing and appropriate manager to audit and verify overtime on timesheets - Maintaining Onboard Contact’s and Crew Profiles on Intranet using Marqui; updating and distributing Crew Profile data as required - Processing and filing PSM and RPSC expenses and letters; and assisting ER with calling in applicants and setting up interviews as required - Assisting with development of labour and expense budgets on a yearly basis and forecasts on a quarterly basis - Investigating discrepancies in financial reports and processing correction requests - Preparing and distributing various reports - Comparing budget / forecast to actuals and investigates variance on a monthly basis **What you bring to the team** **Join us** - "We connect communities and customers to people and places important in their lives”_ - We appreciate the interest of all applicants; however only those selected for an interview will be contacted._

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