Job Order Detail

Description

As an Administrative Assistant, you will be responsible for providing day-to-day office reception and assistance with the administration of the office, responsible for speaking to and reconciling accounting records with clients and vendors, support field crews with record reconciliation and lodging, as well as support new hire orientations and safety administration when required. Duties and responsibilities of this position will include, but are not limited to:

    First point of contact for clients in person, over the phone, and through emails (receptionist duties)
    Prepare, receive and distribute internal and external mail including shipments from suppliers and couriers
    Ensure all databases are kept current through daily data entry and filing
    Accounts payable and accounts receivable duties
    Coordinating Job preparation, which includes retrieving titled and registered documents, copy (reproduction) duties, plan logging and plan pickup/deliveries
    Preparation of employee time sheets for authorization and timely submission to payroll
    Book hotel/flights for field crew and office personnel
    Minute taking for Operations/Field Crew meetings
    Orientate new hires on office procedures and provide telephone system training for the set-up and modification of  voicemail options
    Organizes HSE monthly safety meetings, distributes meeting requests, forward minutes, tracks responses from those not attending the meeting.
    Monitors safety training expiry dates of the operations center, contractors and subcontractors who hold valid safety training certificates. Arranges training with the supervisor and service provider. Registers staff into appropriate safety courses and processes all training paperwork as per the HSE program requirements.
    Perform other duties as assigned by the Office Manager