The Administrative Assistant works independently within a team-oriented environment to provide comprehensive support to the Contract Representative, the Fleet Manager, and the Facilities Management team. This role ensures the efficient flow of business processes, fleet operations, workspace coordination, and safety compliance. The successful candidate maintains meticulous records, drives digital administrative workflows, manages office assets, and serves as the central point of contact while building positive relationships with personnel, vendors, and clients.
Please keep in mind this is a temporary hire (6 month contract).
Core Responsibilities (Things You Are Great At):
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Office Ownership & Housekeeping: Execute a daily morning walk-around to ensure total office upkeep, monitor the office budget, manage the security system (fob programming), re-establish the visitor sign-in book, and maintain general office, kitchen, and truck supplies.
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Fleet & Asset Management: Administer vehicle licensing renewals, plate transfers, CVOR requirements, and 407 Transponder inventory tracking; run weekly vehicle inspection and deficiency reports, monitor GPS/Geotab data, and coordinate truck decaling schedules.
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Financial & Expense Administration: Process vendor purchase orders, manage new vendor setups, execute one-time payment/cheque requests, and assist the finance team with invoice tracking, corporate expenses, weekly Controls Technician expenses, and DOD staff expenses.
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Onboarding, Offboarding & IT Setup: Coordinate employee onboarding/offboarding lists, set up physical workspaces, order Petro-Canada and Home Depot cards, configure new employee cell phones, set up RingCentral accounts, and issue new ID badges.
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Training & Compliance Management: Schedule required 3rd party training for technicians, create technician profiles, track professional license renewals (TSSA, ESA), and run monthly training reports to issue compliance reminders. Track Security clearances for employees and Sub-contractors and flag any renewals needed to the Ops team and company CSO for action.
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HR Support & Employee Tracking: Update employee master lists and organizational charts, manage vacation pay requests, track uniform allocations, and maintain the safety boot tracker.
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Mail & Logistics: Handle the receiving and shipping of all parcels, check daily mail, and manage corporate hotel and flight travel arrangements.
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Health, Safety & Contract Compliance: Support safety protocols by tracking WSIB/COI certificates, executing clearances, monitoring the "Don't Walk By" program, and maintaining the specialized team calendar.
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Digital Data & Reporting: Drive organizational efficiency by moving all files to an eFiling system going forward, assisting with monthly PRM reports, and preparing routine presentations and correspondence.
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Software Proficiency: Utilize Microsoft Outlook, Word, Excel, PowerPoint, and specialized tracking tools to manage day-to-day department activities.
