Administrative Assistant

Schedule A - Administrative Assistant Organization Information

Borealis Fuels & Logistics is an international company that distributes and sells propane (LPG) for domestic energy consumption. Borealis is one of North America's fastest-growing propane companies. Borealis' customers are residential, commercial, and industrial consumers. Borealis works with domestic propane producers to deliver the most cost-effective, reliable solution to its customers.

Borealis is looking to add a motivated individual to the team to maintain the quality of service offered to our customers. Borealis' primary objective is to offer the best full-fuel service and customer experience. We utilize technology, share accurate information, and respond promptly. Borealis performs service work, delivers fuel to customers, and operates a network of bulk transport vehicles moving fuel across Canada and the USA.

The Administrative Assistant plays a vital role in supporting Borealis' Leadership and Management Team in the Calgary office. Reporting directly to the Human Resources Manager, this position provides administrative support to the team while assisting with the day-to-day operations of the corporate office.

This position combines executive administration, human resources administration, safety and compliance coordination, and office management responsibilities. The successful candidate is a highly organized, detail-oriented professional with excellent communication skills, strong administrative abilities, and the flexibility to adapt in a fast-growing organization. Working closely with leadership and various departments, the Administrative Assistant helps ensure efficient operations, maintains confidential information, supports employee lifecycle processes, and contributes to the organization's overall success.

• Provide administrative support to the Human Resources Manager and Human Resources Department.
• Assist with recruitment activities by scheduling interviews, coordinating interview calendars, communicating with candidates, and conducting reference checks.
• Coordinate the onboarding process for new employees by preparing employment agreements, new hire packages, policy acknowledgements, payroll and benefits enrollment forms, and ensuring all required documentation is completed and signed prior to employment.
• Schedule and coordinate new employee orientation sessions, training, and system access in collaboration with department managers.
• Assist with employee offboarding by preparing resignation and termination documentation, coordinating exit checklists, collecting company property, revoking system access, and ensuring all required documentation is completed.
• Maintain accurate, confidential employee records and personnel files in BambooHR and other Human Resources Information Systems (HRIS).
• Maintain strict confidentiality when handling employee information and ensure compliance with company policies and applicable employment legislation.

• Provide administrative support across Compliance, Safety, Fleet, and Operations.
• Maintain safety, inspection, maintenance, licensing, and compliance records.
• Coordinate fleet maintenance schedules and maintain service documentation.
• Assist with driver qualification files, licensing renewals, and regulatory compliance tracking.
• Prepare compliance reports and maintain accurate corporate records.
• Support process improvements and system updates.
• Coordinate communication with vendors, regulatory agencies, and service providers.

• Coordinate the daily administrative functions of the corporate office.
• Maintain office supplies, equipment, filing systems, and administrative records.
• Coordinate incoming and outgoing mail, courier services, and deliveries.
• Arrange employee travel, accommodations, and meeting logistics.
• Assist with company meetings, events, and internal communications.
• Support reception duties and provide administrative coverage as required.

• Prepare reports, spreadsheets, presentations, correspondence, and other business documents for Executive Leadership and various departments.
• Provide administrative support to multiple departments and assist with day-to-day business operations and special projects.
• Serve as the primary administrative point of contact for employees at the Corporate Office and all Borealis branch locations, responding to inquiries and directing requests to the…