Administrative Assistant-ENNCS International Co. • Abbotsford, Fraser Valley Regional District, CA

Administrative Assistant-EN

NCS International Co. • Abbotsford, Fraser Valley Regional District, CA

2 days ago

Job type

Full-time

Job description

Administrative Assistant

Status : Regular, Full Time

Location : Abbotsford, British Columbia

Reporting To : Executive Administrative Assistant

Job Description

Key Accountabilities :

Administrative support for Human Resources (30%)
Administrative support for Marketing (30%)
Administrative support for Procurement (30%)
Administrative support for General Office (10%)

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

Maintain the database 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Support document version control and ensure outdated collateral is removed or archived appropriately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 coordinate 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 accuracy

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

What’s In It For You

We are a major player involved in the energy transformation in Canada. Our dynamic work environment promotes autonomy and decision making and offers great career opportunities.

What Sets Us Apart Is Our

Annual profit-sharing offered to all in addition to our competitive compensation : rewarding accomplishments is part of our culture.

A strong national network offering real opportunities to grow : our people make the difference.

Among Our Benefits

Flexible group insurance plan customizable to your needs.

Free health resources available 24 / 7 : Telemedicine and Employee Assistance Program (EAP).

Group RRSP with employer contribution and TFSA.

Postsecondary Scholarship Program for our employee’s children.

Charging terminals available at our facilities.

Years of Service Recognition Program.

Our recruitment process ensures equality and diversity. Please note that only successful candidates will be contacted.

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Administrative • Abbotsford, Fraser Valley Regional District, CA

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