Labour Relations Assistant​/Receptionist

Introduction

BCMEA represents approximately 49 waterfront employers and, by extension, the more than 9,400 people who work for them. BCMEA’s customer-members are ship owners and agents, stevedores, container, bulk, break bulk and cruise ship terminal operators. We help optimize our members’ operations by providing our expertise in labour relations, safety & training, and recruitment of the waterfront workforce.

Reporting to the Labour Relations Manager, the Labour Relations Assistant/Receptionist provides administrative support to the Labour Relations team while also serving as a welcoming, professional first point of contact for employees, guests, and external stakeholders at BCMEA’s main reception desk.

This role is located at the main reception desk and is fully on-site, five days per week, in support of our operations.

Labour Relations Administration

• Provide administrative support to the Labour Relations Team and senior departmental leaders.
• Assist Labour Relations Managers and the Labour Relations Officer by drafting, finalizing and distributing discipline letters, sending grievance responses, and filing all related documents digitally and in paper files.
• Draft correspondence, schedule meetings, photocopy documents, order couriers, and respond to telephone inquiries.
• Organize and maintain department electronic and paper filing systems, including electronic records for arbitrations.
• Assist management with bargaining preparation as needed.
• Verify and confirm requests received from the Union.
• Handle confidential labour relations documents and information with discretion and in accordance with the privacy policy and department processes.
• Track labour relations correspondence, requests, and deadlines to support timely follow-up and accurate records.
• Send all-member communications, including union meeting notices, statutory holiday notices, and daylight savings reminders.
• Maintain Labour Relations Managers’ on-call schedule and notify Dispatch Team of schedule updates.
• Analyse maternity and parental leave applications for employees.
• Coordinate with union representatives to fill weekly regular workforce requests.
• Receive, track, and process timesheets for pay claims.
• Scheduling, copying materials, creating binders and organizing catering for LR training programs.
• Process vacation advances.
• Review and complete board promotions, demotions, First Aid board moves, and related updates.

Reception

• Provide reception coverage during lunch hours, breaks, and other periods as needed.
• Greet visitors and direct them to the appropriate person or department.
• Monitor and manage phone line, including screening and directing calls
• Sign in visitors, provide temporary building passes if required
• Assist with scheduling appointments for visitors and meeting room bookings.
• Provide information to internal and external contacts by email, phone, or in person.
• Manage incoming and outgoing mail and packages.
• Maintain and order office supplies as needed.
• Maintain a clean, organized, and professional reception area.
• Research and coordinate hotel and travel arrangements as required.

General Administration

• Maintain and update spreadsheets, trackers, and administrative records as required.
• Assist with the administration, coordination, and logistical efforts of special projects as required.
• Manage and reconcile the corporate credit card.
• Organize and order catering as required.

• 2+ years of office or administrative experience, or an equivalent combination of education and experience.
• Experience or education in office administration, labour relations, human resources, or a related field is considered an asset.
• Proficient with Microsoft 365 products, primarily Outlook, Word and Excel; experience with Power BI is an asset.
• Strong organizational and multitasking skills, with the ability to prioritize competing deadlines and maintain attention to detail in a fast-paced environment.
• Effective verbal and written communication skills.
• Superior customer service skills, with the ability to respond to difficult or sensitive situations quickly and diplomatically.
• Exceptional critical thinking and problem-solving skills, with the ability to resolve issues in a timely and professional manner.
• Ability to work collaboratively as part of a team and establish positive working relationships.
• Ability to exercise tact and discretion when dealing with confidential and sensitive information.
• Ability to work independently with minimal supervision.