Administrative Assistant

Administrative Assistant page is loaded## Administrative Assistant locations:
Abbotsford time type:
Full time posted on:
Posted Todayjob requisition :
JR105045

Administrative Assistant
** Status:
** Regular, Full time
*
* Location:

** Abbotsford, British Columbia#
** Job Description
**** 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* Support document version control and ensure outdated collateral is removed or archived appropriately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

Requisition s
* 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, Linked In, 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#
** What’s in it for you
** We are a major player, involved in the energy transformation in Canada. Our dynamic work environment promotes autonomy and decision…