Administrative Assistant

Statut Régulier, Temps plein

Emplacement Abbotsford, Colombie-Britannique

Description Du Poste Reporting To: Executive Administrative Assistant

Key Accountabilities Administrative support for:

(30%) Human Resources

(30%) Marketing

(30%) Procurement

(10%) General office

Duties

• Ensure all job functions are performed in accordance with the Corporate Standard Practice Instructions (SPI)
• Behave in an ethical and professional manner reflecting the values of the Company

HR Administration

• Assist the Corporate HR Director in Administrative tasks
• Manage data for all job profiles and posts on various job boards:
• Participate in job fairs when appropriate
• Manage the data base of job profiles in PLUM
• Prepare reports and ensure successful handoff of updated candidate lists to hiring managers
• Manage the security, reference, reminders and data verification including requests for reference lists and follow up on completion rates in Survey Monkey
• Coordinate job descriptions and relevant posting information with hiring managers
• Aid in Corporate HS&E document administration

Marketing Administration

• Maintain accurate records of all marketing-related invoices, payments, and department expenses
• Process, track, and reconcile purchase orders (POs) for marketing events, campaigns, and external services
• Manage vendor invoicing workflows, including submitting invoices for approval and following up on outstanding or overdue payments
• Support tradeshow and event logistics by managing payments, securing Certificates of Insurance (COI), overseeing shipping documents, and preparing required materials for staff attending
• Maintain detailed records of event expenses, vendor agreements, and support materials for post-event reconciliation
• Coordinate post-event follow-up activities, including procurement and shipping of thank-you gifts or promotional items
• Maintain and update the marketing collateral database for all brands, ensuring files are current, properly organized, and accessible to internal teams
• Support document version control and ensure outdated collateral is removed or archived appropriately
• Work with Hiring Managers to distribute company-wide new hire announcements, ensuring timely and consistent messaging
• Assist with internal communication tasks related to marketing initiatives, campaigns, and organizational updates as needed

Procurement Administration

• Enter, evaluate and update accurate information relating to buy-sell requisition purchase orders and keep all stakeholders informed through the system and other means as required.
• Assist purchasers to resolve purchase order related issues including but not limited to vendor delays, returns, stock rotations, expedition and pushout/cancellation requests while managing the information to be accessible as required
• Create Purchase orders from Requisitions
• Upload order confirmations and expedite as needed
• Enter transfer orders as approved by purchasers
• Evaluate the buy-sell requisitions and update purchaser if items need to be added for stock
• Evaluate the best freight rates for the requisitions and co-ordinate with sales for any other special instructions

General Office Administration

• Miscellaneous administration such as filing, copying, shipping / receiving
• Support as required for daily billing, coffee & office supply management, monthly celebrations

Qualifications

• Exceptional ability in data management; fastidious attention to accurately
• Typing skills minimum 50 WPM
• Previous experience in Workday, Plum, LinkedIn, Survey Monkey an asset
• Knowledge of HR databases and candidate management systems as asset
• French English Bilingual an asset
• Ability to multitask and prioritize
• Strong verbal and written communication skills
• Ability to work independently and with a team

Pourquoi se joindre à nous? On est un acteur majeur, engagé dans la transformation énergétique au Canada. On offre un environnement de travail convivial, de l’autonomie et du pouvoir décisionnel.

On Se Distingue Par Notre

• Partage annuel des profits offert à tous qui s’ajoute à notre rémunération concurrentielle : récompenser les victoires fait partie de notre culture.
• Solide réseau national permettant de réelles possibilités de grandir: nos gens font la différence.

Parmi Nos Avantages

• Programme d’assurances collectives flexible et complet qui s’adaptent aux besoins de chacun.
• Ressources santé disponibles 24/7: télémédecine et programme d’aide aux employés (PAE).
• REER collectif avec contribution de l’employeur et CELI.
• Programme de bourses d’études postsecondaires pour les enfants
• Lieux de travail munis de bornes de recharge.
• Programme de reconnaissance des années de service.

Joins la grande famille Guillevin : un groupe en plein essor. Viens faire la différence et y faire carrière.

Notre processus de recrutement assure l’égalité et la diversité. Prends note que seuls les candidats retenus seront contactés.