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    Administrative Assistant, Engineering - Surrey, BC, Canada - FortisBC

    FortisBC
    FortisBC Surrey, BC, Canada

    2 weeks ago

    Default job background
    Description

    Affiliation:

    MoveUP

    Employment Status:

    Full-Time Temporary

    Salary:

    $28.97

    Temp Duration:

    20 months

    Workplace Flexibility:

    No

    Posting End Date:

    Open till filled

    As the province's largest energy provider with more than 100 years of knowledge and experience, we proudly deliver renewable energy, natural gas, electricity, and propane to 1.2 million customers. We're actively seeking new talent to join our mission of transforming B.C.'s energy landscape. As one of with a diverse team of over 2,600 employees, we are committed to a safe and inclusive culture where each of us can connect, belong, and grow. Join us, and together, let's shape a brighter future for B.C.

    Responsibilities

    1. Provides secretarial, administrative, and clerical support to the department and acts as an assistant to the department's Director and Managers.
    2. Co-ordinates Director's daily calendar, schedules appointments and meetings, assembles and prepares agendas, background materials, attends meetings, takes minutes and follows up on action items.
    3. Performs Microsoft Teams Meeting and Webinar set up and execution.
    4. Books travel, accommodations, and conferences for department staff.
    5. Receives, redirects, and responds to departmental calls; acts as receptionist for the department by greeting and directing visitors.
    6. Reviews incoming correspondence, handles when appropriate, and/or redirects to appropriate personnel for action; prepares outgoing mail.
    7. Composes correspondence, inter-office messages and a variety of other material.
    8. Checks and processes a variety of records/documents, gathers information requiring interpretation and follows up on discrepancies.
    9. Extracts and summarizes specific data from documents and reports using SAP, AM/FM, and Adobe Acrobat Pro.
    10. Codes documents such as visa statements and invoices ensuring all charge work orders and/or account numbers are correct for management approval; creates and processes personal expense claims using SAP.
    11. Plans events such as communication sessions, workshops, and forums for up to 380 attendees.
    12. Researches and books venue, plans room set up, organizes catering and plans menu.
    13. Plans agenda, researches, and books appropriate speakers based on general topic ideas.
    14. Supports the Director in the effective maintenance of capital project information; attends to requests to investigate issues by analyzing data from SAP and other systems and reports results in appropriate formats such as spreadsheets, charts, and graphs.
    15. Acts as DLA (Distribution List Administrator) for s: drive folders for Operations Engineering; develops and maintains filing systems, manuals and other materials; maintains departmental records including employee names and addresses and an organization chart.
    16. Prepares and manages Service Requests on behalf of the department for the onboarding/exit of employees, IS hardware/software requests, ordering personal/office supplies and safety equipment.
    17. Supports the coding and administration of invoices from external contractors and forwarding to business owner for approval.
    18. Support the administration and submission of requests to Procurement for services and contracts.
    19. Performs duties of a minor nature related to the above duties, which do not affect the rating of the job.

    Requirements

    High School graduation including post-secondary courses in office administration

    Two (2) years directly related experience

    Advanced knowledge of Microsoft Office products (Outlook, Word, Excel, PowerPoint, SharePoint, Microsoft Teams) as well as other software in use in the department such as Adobe Acrobat Pro, SAP, GIS, FileNet, and AM/FM.

    Fast, accurate typing skills (60 words per minute); ability to format various types of correspondence and complicated reports, forms, charts, and presentations.

    Good command of the English language to respond to inquiries, correct spelling, punctuation and grammatical errors, and compose correspondence.

    Excellent communication, interpersonal, and organizational skills.

    Ability to work well under pressure with tight deadlines.

    Ability to follow high-level instructions and work with detailed information.

    Previous experience with event planning for large groups.

    Familiarity with energy utility operations specifically related to engineering design functions, project management, and associated functions.

    What you need to know:

    Prior to the interview, Talent Acquisition will conduct a full employee general record review. This will include, but is not limited to: sick leave and attendance records, personnel file review and letters on file.

    This role is covered under the FortisBC/MoveUP Collective Agreement.

    Our engaging workplace offers a wide range of challenging opportunities, while being safe, inclusive, and diverse. We offer a competitive salary and benefits package, while supporting life-long career development. We also encourage volunteerism and nourish the need to give back to your community.

    To learn more about the recruitment process with FortisBC, please visit the page for additional information.

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