Administrative Assistant

FortisBC; Surrey; On-site; CAD 62,000 - 68,000; Full time

Job summary

FortisBC is seeking a full-time administrative professional to provide comprehensive support to the Gas department. Responsibilities include calendar management, meeting coordination, travel arrangements, and expense tracking.

You will handle billing data, prepare budgets, and assist with procurement and vendor coordination. Strong MS Office skills, fast typing, and excellent communication are essential.

Qualifications

• Post-secondary accounting courses completed.
• Two years of directly related experience.
• Advanced knowledge of Microsoft Office products (Outlook, Word, Excel, PowerPoint, SharePoint).
• Excellent written and spoken English; effective communication skills.
• Ability to manage multiple tasks and deadlines.
• Experience with event planning for large groups.

Responsibilities

• Provide secretarial, administrative and clerical support to the department; coordinate calendars, meetings and minutes.
• Receive calls and greet visitors; manage correspondence and allocate tasks.
• Track department expenses and process invoices; manage budgets and purchasing.
• Prepare data for billing; create reports and maintain cost Trend data.
• Plan events: venues, catering, agendas, and speakers.
• Schedule training; maintain training records and generate reports.
• Maintain filing systems and department records; manage vendor contacts and inventory.
• Support project work and regional office needs as required.
• Perform minor duties related to the above tasks.

Skills

MS Office proficiency

Typing 60 wpm

English communication

Organizational skills

Work under pressure

Event planning

Attention to detail

Education

High school diploma with office admin courses

Post-secondary accounting courses

Tools

SAP

GIS

FileNet

Adobe Acrobat 9 Pro

SharePoint

Live Meeting

AM/FM

Job description

Branch: Gas

Affiliation: MoveUP

Employment Status: Full-Time Regular

Salary: $2,511.00 Bi-weekly

Short-term Incentive Eligible: No

Workplace Flexibility: No

Posting End Date: Open until filled

As the province’s largest energy provider with more than 100 years of knowledge and experience, we proudly deliver renewable energy, natural gas, electricity and propane to 1.3 million customers.

We're actively seeking new talent to join our mission of delivering a stronger energy future in B.C. As one of BC's Top Employers with a diverse team of over 2,700 employees, we are committed to a safe and inclusive culture where each of us can connect, belong, and grow. Join us, and together, let's shape a brighter future for B.C.

Responsibilities

• Provide secretarial, administrative and clerical support to the department and act as an assistant to the department’s personnel; co-ordinate calendars, schedules appointments and meetings, assemble and prepare agendas, background materials, attend meetings, take minutes and follows up on action items. Perform Microsoft Live Meeting/Webinar set up and execution. Book travel, accommodations and conferences for department staff.
• Receive, redirect and respond to departmental calls; act as receptionist for the department by greeting and directing visitors. Review incoming correspondence and handles when appropriate, and/or redirects to appropriate personnel for action; prepare outgoing mail.
• Assist in the tracking of department expenses as well as revenues and expenses generated from initiatives. Code documents such as visa statements and invoices ensuring all charge work orders and/or account numbers are correct for management approval; create and process personal and department expense claims.
• Assist with the timely preparation of data to feed the billing processes; review billing information for consistency and accuracy; prepare operating and capital budgets; generate budget system reports, variance reviews, maintain cost trend data; make arrangements for purchase of capital and operating equipment and/or repairs and maintenance to office equipment and vehicles; determine requirements, obtain quotes from suppliers, compare price and quality, complete and issue purchase requisition/s in accordance with manager approval. Review, code and process invoices, expenses.
• Plan events such as communication sessions, workshops and forums; research and book venue, plan room set up, organize and book catering and plan menu; plan agendas and book appropriate speakers based on general topic ideas.
• Organize and schedule training and complete and update spreadsheets on training to ensure staff completes required skills and training in a timely manner; gather data from various sources and prepare periodic and ad hoc reports in spreadsheets and/or summarize into formal reports; update related spreadsheet and other records
• Act as the document/folder Administrator for the department; develop and maintains filing systems, manuals and other materials; maintain departmental records including customer contracts; answer related queries, investigate and resolve problems; maintain inventory supplies/stock Contact vendors for discrepancies as well as stores
• Support managers with project assignments as required; perform a variety of other functions related to regional office needs
• Perform duties of a minor nature related to the above duties, which do not affect the rating of the job.

Requirements

• High school graduation including post-secondary courses in office administration and Microsoft Office products, plus completion of post-secondary accounting courses and two (2) years directly related experience.
• Advanced knowledge of Microsoft Office products (Outlook, Word, Excel, PowerPoint, SharePoint, Live Meeting) as well as other software in use in the department such as Adobe Acrobat 9 Pro, SAP, GIS, File Net and AM/FM.
• Fast, accurate typing skills (60 words per minute); ability to format various types of correspondence and complicated reports, forms, charts and presentations.
• Good command of the English language to respond to inquiries, correct spelling, punctuation and grammatical errors, and compose correspondence.
• Excellent communication, interpersonal and organizational skills.
• Ability to work well under pressure with tight deadlines.
• Ability to follow high level instructions and work with detailed information.
• Previous experience with event planning for large groups.
• Familiarity with energy utility operations specifically related to business development, project management and associated functions.

Our engaging workplace offers a wide range of challenging opportunities, while being safe, inclusive, and diverse. We offer a competitive salary and benefits package, while supporting life-long career development. We also encourage volunteerism and nourish the need to give back to your community.

FortisBC acknowledges and respects Indigenous Peoples in Canada, on whose Traditional Territories we all live and work. FortisBC is committed to Reconciliation with Indigenous Peoples and is guided by our Statement of Indigenous Principles .