Job Description
Key Accountabilities
Job Title
Important Tasks / Activities / Outcomes
Office Administration and support
Handle incoming and outgoing communications, including emails, phone calls, and mail, and serve as a point of contact for internal and external inquiries.
Provide general administrative assistance to various departments, including filing, document management, updating contact lists and directories, etc.
Manage office space and seating arrangements.
Monitor and maintain office supplies inventory, ensuring timely reordering.
Organize and tidy common areas.
Coordinate annual maintenance and compliance checks on office equipment and amenities.
Proactively identify opportunities for improving administrative processes and implement changes.
Assist in the creation and distribution of company newsletters and interoffice documentation.
Translating (if appropriate) documentation and ensuring proper distribution.
Provide support to Finance: vendor set-ups, data entry into Deltek, accounting coding, and monitoring the A/P mailbox.
Assist in organizing company events, meetings, and conferences.
Coordinate logistics, including venue selection, catering, and corporate travel arrangements.
Prepare event materials and manage on-site event execution.
Help create presentations and update SOPs.
Human Resources and Employee Support
Support recruitment administration activities
Helping with employee onboarding and off-boarding tasks.
Assist in the coordination of employee engagement activities and events as part of the Culture Committee
Assist in updating and distributing company policies and employee handbooks.
Project/Logistics Support
Coordinate procurement of field supplies, PPE, sampling gear, and equipment.
Obtain quotes, prepare purchase requests, and liaise with vendors on timelines and pricing.
Coordinate logistics for projects, including shipments, equipment rentals, etc.
Support coordination of field rotations, availability tracking, and schedules (Toms Planner).
Assist with project travel arrangements and booking accommodation for employees travelling for projects and events.
Process invoices and expense reports.
Reconcile receipts, freight bills, and equipment returns.
Contribute to asset management.
Maintain inventory for safety gear.
Other duties as required.
Position Requirements
Requirements
Required
Education
Minimum 2-year diploma or associate degree in Business Administration or a related field is an asset.
Experience
Minimum of 2-4 years of experience in an administrative role.
Experience in project coordination or office management is a plus.
2 years experience handling documentation, scheduling, resource allocation, and reporting.
Designations & Certifications
Canadian Certified Administrative Professional (CCAP) certification or working towards is considered an asset.
Knowledge, Skills & Abilities
Proactive attitude with strong problem-solving skills and adaptability.
Strong written, verbal, and inter-personal communication skills.
Excellent time and calendar management and organization skills.
Strong attention to detail and accuracy.
Intermediate to Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Typing speed 50 WPM.
Ability to communicate in French is an asset but not required.
Working Conditions
Primarily works in a standard office environment with minimal exposure to physical hazards.
May encounter high-stress situations, especially when dealing with tight deadlines, multiple projects, or significant organizational changes.
This position requires that the candidate will be in front of a computer for long periods, up to 8 hours a day.
Potential discomfort when working with computers for long periods may happen.
Job Title
Important Tasks / Activities / Outcomes
Office Administration and support
Handle incoming and outgoing communications, including emails, phone calls, and mail, and serve as a point of contact for internal and external inquiries.
Provide general administrative assistance to various departments, including filing, document management, updating contact lists and directories, etc.
Manage office space and seating arrangements.
Monitor and maintain office supplies inventory, ensuring timely reordering.
Organize and tidy common areas.
Coordinate annual maintenance and compliance checks on office equipment and amenities.
Proactively identify opportunities for improving administrative processes and implement changes.
Assist in the creation and distribution of company newsletters and interoffice documentation.
Translating (if appropriate) documentation and ensuring proper distribution.
Provide support to Finance: vendor set-ups, data entry into Deltek, accounting coding, and monitoring the A/P mailbox.
Assist in organizing company events, meetings, and conferences.
Coordinate logistics, including venue selection, catering, and corporate travel arrangements.
Prepare event materials and manage on-site event execution.
Help create presentations and update SOPs.
Human Resources and Employee Support
Support recruitment administration activities
Helping with employee onboarding and off-boarding tasks.
Assist in the coordination of employee engagement activities and events as part of the Culture Committee
Assist in updating and distributing company policies and employee handbooks.
Project/Logistics Support
Coordinate procurement of field supplies, PPE, sampling gear, and equipment.
Obtain quotes, prepare purchase requests, and liaise with vendors on timelines and pricing.
Coordinate logistics for projects, including shipments, equipment rentals, etc.
Support coordination of field rotations, availability tracking, and schedules (Toms Planner).
Assist with project travel arrangements and booking accommodation for employees travelling for projects and events.
Process invoices and expense reports.
Reconcile receipts, freight bills, and equipment returns.
Contribute to asset management.
Maintain inventory for safety gear.
Other duties as required.
Position Requirements
Requirements
Required
Education
Minimum 2-year diploma or associate degree in Business Administration or a related field is an asset.
Experience
Minimum of 2-4 years of experience in an administrative role.
Experience in project coordination or office management is a plus.
2 years experience handling documentation, scheduling, resource allocation, and reporting.
Designations & Certifications
Canadian Certified Administrative Professional (CCAP) certification or working towards is considered an asset.
Knowledge, Skills & Abilities
Proactive attitude with strong problem-solving skills and adaptability.
Strong written, verbal, and inter-personal communication skills.
Excellent time and calendar management and organization skills.
Strong attention to detail and accuracy.
Intermediate to Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Typing speed 50 WPM.
Ability to communicate in French is an asset but not required.
Working Conditions
Primarily works in a standard office environment with minimal exposure to physical hazards.
May encounter high-stress situations, especially when dealing with tight deadlines, multiple projects, or significant organizational changes.
This position requires that the candidate will be in front of a computer for long periods, up to 8 hours a day.
Potential discomfort when working with computers for long periods may happen.
💡 Quick Summary
Seeking a career-building opportunity? The Administrative & Logistics Assistant position is now open for candidates interested in the Transportation & Logistics sector. This role in Edmonton offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Transportation & Logistics is a plus.