Administrative Assistant

a partnership between Dallan LP, Lac Des Mille Lac First Nation, Nigigoonsiminikaaning First Nation and Dale Levesque, a member of the Fort William First Nation. Additionally, Dallan LP is a 100% indigenous-owned business that provides industrial yard services which includes a variety of heavy equipment operations, maintenance and general labour. Further, Dallan LP currently has four separate contracts/ operations in Northwestern Ontario.

Dallan LP is committed to the needs of its customers while ensuring the Health & Safety of all its employees and Environmental compliance. Dallan LP is currently seeking an Administrative Assistant to join its team in Thunder Bay, Ontario.

LOCATION: Thunder Bay, Ontario
EMPLOYMENT: Full-Time
SCHEDULE: Monday – Friday – 40 hours per week
SALARY: $50,000 - $55,000 per year
VACATION: Paid Vacation Time
PENSION: RSP Employer/Employee Match

• Medical
• Dental
• Disability and life insurance

PRIMARY FUNCTION: We are seeking a highly organized, detail-oriented, and dependable administrative assistant to join our team.
Reporting to the Finance Director, the Administrative Assistant will be responsible for supporting day-to-day accounts payable activities, before transitioning into a broader administrative support position assisting with Human Resources, and Health & Safety functions.
The ideal candidate is someone who enjoys working with people and numbers, takes pride in accuracy and confidentiality, and can manage multiple priorities in a fast-paced environment. Previous bookkeeping, accounts payable, HR, payroll, or Health & Safety administrative roles would be considered an asset.

• Provide day-to-day administrative support to management and various departments.
• Prepare correspondence, reports, spreadsheets, and other documents.
• Coordinate meetings, appointments, as well as other administrative activities as required.
• Respond to inquiries professionally and direct requests to the appropriate person.
• Assist with office supplies, records management, and general office coordination.
• Assist with collecting and maintaining employee information and payroll documentation.
• Assist with onboarding and offboarding processes.
• Prepare employee documentation and correspondence as required.
• Support vacation, attendance, and other employee record tracking.
• Maintain confidentiality when handling sensitive employee and payroll information.
• Provide administrative support for the company's Health & Safety program.
• Assisting with scheduling and tracking required training and certifications.
• Help coordinate Health & Safety meetings, training, and communications.
• Generate as well as manage monthly overtime reports, expense reports, vehicle kilometer reports and more.
• Assist with pension and union dues remittance forms and payments.
• Ensure proper coding of expenses and strict PO approvals
• Collaborate with the current Maintenance Program to ensure smooth operations.
• Perform data entry to close completed work orders.
• Accurately input costing details for each work order.
• Track as well as manage inventory levels effectively.
• Track vendor credits and maintenance costs by machine/site.

• Previous experience in an administrative, accounting, or office support role.
• Strong attention to detail and a high degree of accuracy.
• Excellent organizational and time-management skills.
• Strong written as well as verbal communication skills.
• Equally important, the ability to maintain confidentiality and handle sensitive information professionally.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to work independently while also contributing effectively as part of a team.
• Strong problem-solving skills as well as the ability to prioritize competing deadlines.
• In addition, proficiency in software (experience with Ceridian Dayforce, Quick Books, Sage, Xero is an asset)
• Diploma or degree in Business Administration, Accounting or HR would be an asset but not required

NOTE: This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the ongoing needs of Dallan LP.