Labour Relations Assistant & Reception

We are looking for a detail-oriented Labour Relations Assistant & Reception Coordinator to support daily HR and labour relations operations within a busy marine environment in Vancouver, British Columbia. This role combines confidential administrative coordination with front-desk coverage, requiring strong organization, sound judgment, and a detail-oriented approach when working with employees, union representatives, leaders, and visitors. The successful candidate will help keep records accurate, schedules current, and workplace communications moving efficiently while contributing to a well-run office.

Responsibilities:

• Support labour relations staff and department leadership by preparing correspondence, organizing records, and ensuring documents are properly completed, distributed, and retained.

• Maintain accurate electronic and paper filing systems, including grievance, discipline, and arbitration documentation, while protecting sensitive information in line with privacy expectations.

• Monitor incoming union-related requests and labour relations deadlines, confirm required details, and follow up to help ensure timely responses and dependable recordkeeping.

• Coordinate internal communications and scheduling activities, such as all-staff notices, manager on-call updates, training arrangements, meeting logistics, and catering requirements.

• Review administrative submissions related to employee leave, workforce requests, pay claims, vacation advances, and board status changes, and process updates with accuracy.

• Provide reception coverage as needed by welcoming visitors, managing sign-ins and visitor passes, directing inquiries, and supporting meeting room bookings.

• Handle incoming and outgoing mail, courier items, office supply needs, and travel or hotel arrangements to support smooth daily operations.

• Update spreadsheets, trackers, and other administrative records, reconcile the corporate credit card, and assist with special projects as assigned.