Office Coordinator

MONTREAL PIPE LINE LIMITED

**_Safety, Environment, Customer, Community _**

**Office Coordinator/Administrator**

**Job summary**:
Reporting to the Quebec Operations Manager, the Montreal Office Coordinator/Administrator plays an important role in the daily office activities providing general administrative support and coordination to the

Operations and Maintenance departments, and interacting with the U.S. subsidiary. The person would be supporting business operations in order to meet safety, regulatory compliance and Company deadlines and objectives in a timely manner. This includes but is not limited to general administrative duties, service contracts, work orders, purchasing, invoice verifications, data entry, and maintaining records.

**Responsibilities**:
Contract administration
- Coordinate the initiation of contracts (requests for contracts, bids, annual
- renewals, work orders) accurately, timely and while maintaining DOAG
- Track contract, work order and invoice performance metrics
- Update and maintain contractor insurance certificate and safety
- questionnaires
- Initiate and develop contractor Risk Mitigation Plans
- Track and report contractor hours
- Make recommendations for improved contract automation and improved
- business processes
- Maintain accuracy of Contracting Logs
- Present contract management metrics to management
- Support end of year contracting accruals for financial reporting

Purchasing
- Prepare purchase orders accurately, timely, and while maintaining DOAG
- Update and maintain yearly purchase requisition logs
- Coordinate all shipments of goods with vendors and Customs

Business Services support
- Perform accounting and cost control work as required
- Provide managing and control support on contracts to ensure compliance
- with procurement guidelines
- Provide managing and control support of company manual revisions

General administrative support and coordination
- Assist the PMPL Management Team in daily activities
- Manage Montreal Office daily activities including corporate mail and visitors
- Maintain CMMS inventory records and transactions
- Maintain MPL’s documentation system
- Assist in the execution of the MPL Public Awareness Program
- Complete any and all assigned tasks safely, efficiently and effectively

**Requirements**:

- Previous experience as an office administrator, office assistant, data analyst or in a relevant role.
- High school (DEP) and/or college (DEC) diploma in administration or equivalent experience.
- Excellent organization skills with outstanding communication and interpersonal abilities.
- Excellent knowledge and proficiency in MS Office, Excel, office management software, accounting software (MS Dynamics or similar a plus) and Lotus Notes
- Qualifications in secretarial studies will be an advantage
- Ability/Aptitude to work in small but very organized work environment

**Qualifications**:

- 3 - 5 year relevant experience
- Bilingual French / English
- Good verbal and written communication skills
- Strong knowledge of Microsoft Office (Word, Excel, PowerPoint)
- Exceptional attention to details
- Aptitude to work with minimum supervision

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

**Benefits**:

- Casual dress
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Tuition reimbursement

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Montréal-Est, QC: reliably commute or plan to relocate before starting work (required)

**Language**:

- English and French (Canadian) (required)