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    Administrative Assistant - Ontario, Canada - Westernmechanical

    Westernmechanical
    Westernmechanical Ontario, Canada

    1 week ago

    Default job background
    Part time
    Description

    Western Mechanical Electrical Millwright Services Ltd. is seeking a part-time Administrative Assistant at our company in Barrie, Ontario. The Administrative Assistant will provide administrative, coordination, and clerical support for the Health and Safety department. This position is entry level; daily tasks include scanning, filing, uploading documents to third party sites, and internal databases.

    Key Duties & Responsibilities:

    • Ensuring third party safety sites are up-to-date with the latest OHS statistics (ISNetworld, Avetta, etc.).
    • Adding new employees into internal database, and assigning the proper roles and training. Uploading any current certificates and information from sign-on forms into their profile.
    • Updating current employee training records electronically and their respective hard copy files.
    • Administrative tasks related to training courses that run internally. Including, but not limited to; creating attendance sheets, preparing materials for instructors and participants, classroom preparation, and uploading certificates upon course completion.
    • Subcontractor Management administrative duties including but not limited to; sending pre-qualification forms via email, phone call follow-ups, tracking and electronically filing documentation provided, requesting site specific documents and training certificates prior to a subcontractor working on-site. Will be required to work with numerous project managers to ensure subcontractors have all documentation required.
    • Preparing for meetings, attending meetings, and taking accurate minutes. These meetings include; meetings with our consulting company, monthly JHSC meetings, and quarterly meetings with Senior Management.
    • Data entry, scanning, saving and uploading documents to pertinent files.
    • Providing assistance to employees with internal Health & Safety training platform.
    • Various clerical duties that arise as needs within the department change.
    • Monthly Shop and Office fire extinguisher inspections.
    • Monthly First Aid Kit Inspections.
    • Support with Personal Protective Equipment programs and initiatives.

    In addition to compliance with all organizational policies and procedures, the incumbent is expected to behave ethically, demonstrate competence in effective communication, demonstrate effectiveness in working in a team-based collaborative environment, and demonstrate confidence in decision-making and in building strong working relationships within the organization.

    Requirements:

    • Post-secondary education in administrative, clerical or related area, is an asset
    • 2 years administrative and/or clerical experience related to office management is preferred
    • Exceptional computer skills for a networked office, including MS Word, Excel, Outlook, and PowerPoint
    • Superior organization, time management and planning skills
    • Exceptional interpersonal, communication and customer service skills
    • Ability to maintain confidentiality
    • Ability to multi-task and prioritize workload
    • Ability to work independently, as well as function as part of a multi-disciplinary team
    • Ability to be proactive and take initiative where required
    • Have a willingness to learn/build on previous experience

    Term, Hours of Work and Compensation:

    • This is a part-time position
    • 20-25 hours per week
    • 3 days a week, 7.5 hours each day
    • The role is entitled to vacation pay and paid statutory holidays
    #J-18808-Ljbffr
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