Administrative Assistant

One of our clients, a major oil and gas company, has tasked us with finding an Administrative Assistant to work on a 6-month contract in Vancouver, BC. Responsibilities The successful candidate will be responsible for a wide range of administrative and operational support tasks, including but not limited to: Managing the front reception desk: greeting guests, answering inquiries, and directing them to the appropriate contact. Performing standard reception duties such as arranging couriers, sending faxes, and distributing mail. Handling electronic communications related to Visitor and Contractor Lists and Duty On-Call schedules. Updating employee schedules in Teams Shift and tracking vacation days for the site. Maintaining safety work permit records and site safety orientation database. Supporting minor financial tasks including statement reconciliations, invoice reviews, vendor setup, and procurement. Managing PPE inventory and distribution to visitors. Taking and distributing minutes for JOHSC and Safety meetings. Maintaining department files, on-call lists, and staff directories. Coordinating office services such as catering, equipment maintenance, and birthday celebrations. Ordering and maintaining office and coffee supplies. Booking and coordinating meeting rooms. Organizing and maintaining Admin binder documentation. Handling Iron Mountain documentation and coordinating deliveries to storage. Assisting with NSWG fundraiser planning and auction item coordination. Supporting the Operations team with data entry for truck traffic, rail, and vessel spreadsheets. Unloading and marking Sulphur and Agri rail on site. Assisting Ops Managers with training coordination and record keeping. Supporting employees with paperwork for prescription eyewear orders via Eye Safe. Providing backup administrative support during vacations or sick leave. Continuously seeking opportunities to improve processes and systems. Participating in and supporting an equitable, diverse, and inclusive workplace. Performing other duties as assigned by supervisors. Qualifications High school diploma required. Diploma in communications or a technical field is an asset. Minimum of 5 years’ experience in an administrative support role. Previous experience in construction, industry, mining or oil and gas environment is an asset. Strong organizational, interpersonal, and communication skills (both verbal and written). Detail-oriented with the ability to multitask and prioritize with minimal supervision. If you're interested, apply!

Location: Vancouver, British Columbia, CA

Posted Date: 11/5/2025