Office Administration Coordinator

2 days ago

Saint John, New Brunswick, Canada J.D. Irving Full time
Description

We are excited to welcome applications for the role of Office Administration Coordinator, based at our Project Engineering Office in Saint John, NB. This is an onsite, in‑person position that plays a vital role in keeping our operations running smoothly.

As a key partner to both leadership and employees, this role is central to ensuring our teams are supported, organized, and equipped to deliver on critical project and operational priorities. The Office Administration Coordinator is often the first point of connection helping facilitate communication, supporting leaders in their day‑to‑day needs, and creating an efficient, well‑coordinated environment for everyone.

If you thrive in a fast‑paced setting, enjoy being the go‑to person who keeps things moving, and want to be part of a team that makes a real impact across our operations, we'd love to hear from you.

Responsibilities
  • Provide assistance in the day-to-day administration of the office
  • Coordinate and schedule travel for the IFS Project Engineering Team
  • Support the Senior Director of Engineering, multiple senior managers, project managers and staff
  • Coordinate meetings & manage conference room calendars
  • Coordinate, manage and execute events
  • Prepare and/or proof correspondence, presentations and documents
  • Manage telecommunications requirements for the Business Unit
  • Work in Excel with intermediate level spreadsheet calculations
  • Manage expense reporting
  • Maintain accurate and up-to-date AFE document control
  • Manage fleet vehicles
  • Liaise and interact with other departments and divisions as necessary
  • Create and coordinate requests concerning new hires, transfer employees and/or departures
  • Manage office and meeting supplies
  • Other duties and functions as required
Qualifications
  • Completion of post-secondary education considered an asset
  • Previous experience in an assistant position or related role
  • Proficiency with the MS Office suite
  • Excellent verbal and written communications skills
  • Ability to appropriately multi task and prioritize in a fast-paced environment
  • Proven ability to work with confidential information
  • Strong attention to detail and accuracy
  • Ability to work independently and with minimal direction

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