Administrative Assistant

Administrative Assistant

Status:

Regular, Full time

Location:

Abbotsford, British Columbia

Reporting To:

Executive Administrative Assistant

Key Accountabilities

Administrative support for:

(30%) Human Resources

(30%) Marketing

(30%) Procurement

(10%) General office

Duties

• Ensure all job functions are performed in accordance with the Corporate Standard Practice Instructions (SPI)
• Behave in an ethical and professional manner reflecting the values of the Company

HR Administration

• Assist the Corporate HR Director in Administrative tasks
• Manage data for all job profiles and posts on various job boards:
• Participate in job fairs when appropriate
• Manage the data base of job profiles in PLUM
• Prepare reports and ensure successful handoff of updated candidate lists to hiring managers
• Manage the security, reference, reminders and data verification including requests for reference lists and follow up on completion rates in Survey Monkey
• Coordinate job descriptions and relevant posting information with hiring managers
• Aid in Corporate HS&E document administration

Marketing Administration

• Maintain accurate records of all marketing-related invoices, payments, and department expenses
• Process, track, and reconcile purchase orders (POs) for marketing events, campaigns, and external services

• Manage vendor invoicing workflows, including submitting invoices for approval and following up on outstanding or overdue payments

• Support tradeshow and event logistics by managing payments, securing Certificates of Insurance (COI), overseeing shipping documents, and preparing required materials for staff attending

• Maintain detailed records of event expenses, vendor agreements, and support materials for post-event reconciliation

• Coordinate post-event follow-up activities, including procurement and shipping of thank-you gifts or promotional items

• Maintain and update the marketing collateral database for all brands, ensuring files are current, properly organized, and accessible to internal teams

• Support document version control and ensure outdated collateral is removed or archived appropriately

• Work with Hiring Managers to distribute company-wide new hire announcements, ensuring timely and consistent messaging

• Assist with internal communication tasks related to marketing initiatives, campaigns, and organizational updates as needed

Procurement Administration

• Enter, evaluate and update accurate information relating to buy-sell requisition purchase orders and keep all stakeholders informed through the system and other means as required.
• Assist purchasers to resolve purchase order related issues including but not limited to vendor delays, returns, stock rotations, expedition and pushout/cancellation requests while managing the information to be accessible as required
• Create Purchase orders from Requisitions
• Upload order confirmations and expedite as needed
• Enter transfer orders as approved by purchasers
• Evaluate the buy-sell requisitions and update purchaser if items need to be added for stock
• Evaluate the best freight rates for the requisitions and co-ordinate with sales for any other special instructions

General Office Administration

• Miscellaneous administration such as filing, copying, shipping / receiving
• Support as required for daily billing, coffee & office supply management, monthly celebrations

Qualifications

• Exceptional ability in data management; fastidious attention to accurately
• Typing skills minimum 50 WPM
• Previous experience in Workday, Plum, LinkedIn, Survey Monkey an asset
• Knowledge of HR databases and candidate management systems as asset
• French English Bilingual an asset
• Ability to multitask and prioritize
• Strong verbal and written communication skills
• Ability to work independently and with a team

We are a major player, involved in the energy transformation in Canada. Our dynamic work environment promotes autonomy and decision making and offers great career opportunities.

What sets us apart is our:

• Annual profit-sharing offered to all in addition to our competitive compensation: rewarding accomplishments is part of our culture.
• A strong national network offering real opportunities to grow: our people make the difference.

Among our benefits:

• Flexible group insurance plan customizable to your needs.
• Free health resources available 24/7: Telemedicine and Employee Assistance Program (EAP).
• Group RRSP with employer contribution and TFSA.
• Postsecondary Scholarship Program for our employee's children.
• Charging terminals available at our facilities.
• Years of Service Recognition Program.

Come build your career with us, a growing network where our people make it happen

Our recruitment process ensures equality and diversity. Please note that only successful candidates will be contacted.