Administrative Assistant
17 hours ago
Airswift is seeking an Administrative Assistant to join one of our major energy oil & gas clients in Fort Saskatchewan and Sherwood Park, AB, on a 3/6-month contract.
We are seeking a highly organized and detail-oriented Receptionist/Administrative Assistant to support the day-to-day operations at two locations. This role requires exceptional multitasking abilities, data entry skills, and a strong customer service orientation to ensure smooth office operations and a welcoming atmosphere for visitors. You will handle administrative tasks, including managing supplies, coordinating meetings, and covering reception at both sites.
Key Responsibilities:
- Reception Duties:
- Greet visitors and ensure they are directed to the appropriate meeting rooms.
- Manage the front desk, answer incoming calls, and handle inquiries professionally.
- Serve as the first point of contact for both office locations.
Data Entry & Documentation:
- Enter and manage data in Maximo, including updates for inventory, maintenance records, and other related tasks.
- Perform data entry using Microsoft Word and Excel for various office documents and reports.
- Maintain accurate meeting files, daily logs, and administrative records.
Logistics & Office Management:
- Coordinate the shipping of items to and from outside storage to the site.
- Handle office supply orders, ensuring all essential materials are stocked for both locations.
- Organize coffer orders and manage lunch orders for meetings or office events.
Meeting Coordination:
- Assist with scheduling and setting up meeting rooms, ensuring that rooms are ready for visitors.
- Provide support for meetings, including maintaining files, logs, and preparing necessary materials.
Cross-location Support:
- Cover reception duties at both locations as needed, ensuring a professional and consistent service.
- Provide administrative support across sites, ensuring smooth coordination between them.
Qualifications:
- Proven experience as a Receptionist or Administrative Assistant.
- Proficiency in Microsoft Office Suite (Word, Excel) and Maximo software experience is preferred.
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal skills.
- Ability to manage logistics, including shipping and supplies, across multiple locations.
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