The Operations and Administrative Assistant is responsible for providing administrative support to their assigned region. The role coordinates travel arrangements, meetings, events, inbound and outbound deliveries, as well as mail. Moreover, the incumbent maintains various inventories, and handles all payable accounts.
Main Responsibilities
Accounts Payable
·Review and reconciliate all invoices for the region
·Handle all payables including crew accommodation and transportation, heritage waste, pest control, cable, internet, courier, potable water, derailment security, and Hallcon taxi
·Review and reconciliate PCard and Corporate Travel Account (CTA) transactions
·Review and approve crew expenses
Administrative Support
·Provide administrative support to the region (, travel, expenses, Service Manager questions, policy adherence, report preparation)
·Organize meetings and group events for the region
·Handle file uploads to E-records
Office Duties
·Handle inventory management including tablets, radios, office supplies, Personal Protective Equipment (PPE) and vehicle
·Act as the vendor contact for supplies, including Acklands vending machine
·Arrange crew transportation and accommodations for shortages, relocations, and new hire employees
·Coordinate all inbound and outbound deliveries via Courier
·Coordinate all inbound and outbound Mail items via FedEx
Safety
·Participate in regional safety initiatives including DEKRA by aiding the region team
·Prepare reports for the General Manager (GM)
·Coordinate safety meetings or events
Working Conditions
The role has standard working conditions in an office environment with a regular workweek from Monday to Friday. The role requires operating CN vehicles to transport CN employees to and from various work locations. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure, and stress. The role requires minimal travel (10%) across the assigned region.
Requirements
Experience
Administration
·Between 2 to 3 years of experience working in a fast-paced autonomous environment
Education/Certification/Designation
·Secondary School Diploma or General Education Diploma (GED)
· Valid Driver’s Licence
·College or Business Diploma*
*Any designation for these above would be considered as an asset
Competencies
·Demonstrates agility and drives change
·Innovates
·Applies critical thinking
·Communicates with impact
·Collaborates with others and shares information
·Demonstrates active listening
·Solves problems to create value
Technical Skills/Knowledge
·Knowledge of administrative techniques
·Proficiency in Microsoft Office (Word, Excel, Lotus Notes, PowerPoint) and Systems, Applications and Products (SAP)*
*Any knowledge for any of the above would be considered as an asset
Operations and Administrative Assistant • Edmonton, Alberta, CA
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