Position Overview
The primary responsibility for this Administrative Assistant role will be to support our staffing and safety team. The candidate for this position is expected to be task and deadline oriented, consistently demonstrating a high level of attention to detail, an effective communicator, and highly computer literate with proficiency using specific software applications.
Candidates will be expected to demonstrate their software aptitude and knowledge in a pre-employment exam. Candidates must be either a Canadian citizen or a Permanent Resident, and live in the city of Winnipeg (or willing to relocate by their own means).
Responsibilities
- Process, scan, organize and file physical documentation.
- Work with and organize digital documents using our file server system, online cloud storage, or submitting to appropriate third parties.
- Create, revise or input draft construction documents into standardized templates for safety or staff policies, procedures, practices or plans.
- Create statistics reports and summaries, publish analytic reports and distribute.
- Create digital certification for internal training, uploading to cloud, or providing to 3rd parties as required.
- Print, restock and organize publications and content in office space.
- Track field staff movement, communicate with jobsites on upcoming transfers, layoffs or requests for additions.
- Review and delegate onboarding, offboarding or job change prompts for new staff or departing staff to appropriate managers or parties.
- Archive exiting employee files on the server and online databases.
- Communicate, review programs, file and track submissions from Wescan Subtrades and relevant documentation/certification expiry dates.
- Submitting online hiring requests for unionized workers based on supplied jobsite requirements.
- Performing pre-screening calls for interview candidates for non-unionized workers.
Requirements
- Canadian or Permanent Resident
- Citizen of Winnipeg, Manitoba
- Fluent English proficiency
- High School Diploma or greater
- High level of communication, organizational skills
- High Proficiency in each of:
- Microsoft Word (including Templates, Styles)
- Microsoft Outlook (including Calendar and Tasks)
- Microsoft Excel (including customization, some formulas)
- Adobe Acrobat (including merging and editing PDF’s)
- Cloud based storage software (Onedrive, Sharepoint, SiteDocs), and
- Google for similar search applications for research
- Ability to be rapidly trained and adopt new software skills
- Ability to conduct AI Research using available company approved applications (Copilot, Claude)
- Self-driven and creative, personal commitment and desire to succeed in a pressured environment
- Construction knowledge is an asset but not a necessity
Key skills
- Courteous and patient disposition
- Meticulous
- Analysis and assessment skills
- Administrative skills
- Ability to set own goals and motivate self to reach targets
- Ability to solve problems independently
- Ability to complete assigned responsibilities within the assigned timeframe or proactively.
- Ability to investigate existing processes for solutions, integrating them, as opposed to generating individual processes to meet personal preferences.
NOTE: The Job Description is not all-inclusive. Employee may perform other related duties as negotiated and assigned to meet the ongoing needs of the organization.
Pay: $40,000.00-$50,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Language:
- Fluent English (required)
Work Location: In person
