Administrative Assistant

Rose International; Edmonton; On-site; CAD 40,000 - 60,000; Full time

Job summary

A leading Canadian firm is seeking an Administrative Assistant in Edmonton. Responsibilities include managing contracts, ensuring compliance with trade agreements, and providing administrative support. The ideal candidate has a High School Diploma and experience with Microsoft Office Suite and contract administration. This onsite role requires candidates to be authorized to work in Canada.

Qualifications

• Minimum 3 years using Microsoft Office Suite.
• Minimum 2 years relevant experience in administrative support.
• Preferred: 1 year experience with Microsoft 365 SharePoint.

Responsibilities

• Maintain contracts in the CLM system ensuring data accuracy.
• Ensure compliance with Canadian trade agreements.
• Manage user access within procurement systems.

Skills

Microsoft Office Suite

Experience in similar role

Contract administration

Data tracking and reporting

Education

High School Diploma / GED

2-year post-secondary education

Tools

Microsoft 365 SharePoint

Oracle 12.1.2

Job description

Only qualified Administrative Assistant candidates currently located in the Edmonton, Alberta area will be considered due to the position requiring an onsite presence.

Required Education :

• High School Diploma / GED

Preferred Education :

• Relevant post-secondary education in supply chain, procurement, business, office administration, or related fields. Acceptable education includes degrees, diplomas, and certificates (minimum 2-year diploma).

Required Skills :

• Experience using Microsoft Office Suite tools (minimum 3 years).
• Relevant experience in a similar role (minimum 2 years).

Preferred Skills :

• Experience with Microsoft 365 SharePoint Online admin portal, reporting, configuration, and administrative tasks (1 year).
• Experience with coordinating contract documents (1 year).
• Experience navigating and updating Oracle 12.1.2 (1 year).

The Administrative Assistant is responsible for securing contract signatures from vendors and facilitating procurement and exchange of contract documentation among stakeholders. Duties include providing training on records management policies, supporting access and administrative support for financial and supply chain systems, and managing user access within procurement systems, including external accounts and portals.

Job Duties :

• Maintain contracts within the Contract Lifecycle Management (CLM) system, ensuring data accuracy.
• Ensure compliance with Canadian trade agreements and organizational policies, including routing audits and FOIP requests.
• Proof and format system access documents.
• Track records in Excel.
• Answer phone calls and emails.
• Create documents as needed.
• Act as a point of contact for stakeholders.
• Provide contract administrative support to Contract Coordinators.
• Review requests from the AHS Contracting department.
• Process and triage submitted requests.
• Support access to online platforms.

Only those authorized to work in Canada will be considered. All start dates and durations are estimates and may change based on business needs.