Administrative Assistant, Catering - Sidney, Canada - BC Ferries

BC Ferries

Verified Company

Sidney, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 coordinate 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