Administrative Assistant, Engineering

FortisBC; Trail; On-site; CAD 60,000 - 70,000; Full time

Job summary

FortisBC is seeking an organized administrative professional to provide secretarial and clerical support to the department, manage the Director's calendar, and coordinate meetings. You will handle calls, greet visitors, and prepare correspondence using SAP and Adobe Acrobat Pro.

You will also assist with data management, reporting, onboarding/offboarding, event planning and procurement processes, contributing to a safe, inclusive workplace and a supportive team environment.

Qualifications

• Education: High School graduation including post-secondary courses in office administration.
• Two years directly related experience.
• Intermediate knowledge of SAP and MS Office.
• Typing speed of 60 words per minute; ability to format complex reports, forms, charts and presentations.
• Good command of English; strong communication and grammar.
• Excellent communication, interpersonal and organizational skills.
• Ability to work under pressure with tight deadlines.
• Previous experience with event planning for large groups.
• Familiarity with energy utility operations related to engineering design and project management.

Responsibilities

• Provide secretarial, administrative and clerical support to the department; manage Director's calendar, meetings, agendas and minutes.
• Receive and route calls; greet visitors; prepare and send correspondence.
• Prepare documents and reports; use SAP, AM/FM and Adobe Acrobat Pro for data extraction and processing.
• Support maintenance of capital project information and generate reports (spreadsheets, charts, graphs).
• Maintain filing systems, consecutive lists and organization charts; act as DLA for drive folders.
• Prepare and manage service requests for onboarding/offboarding and IT hardware/software.
• Plan and book events, arrange venues and catering, and manage invitations.
• Assist with invoice processing and procurement requests; support contracts administration.
• Perform minor duties related to above tasks.

Skills

Secretarial support

SAP

MS Office

Data entry

Typing 60 wpm

Communication skills

Event planning

Organizational skills

Education

High School diploma with post-secondary courses in office administration

Tools

Adobe Acrobat Pro

AM/FM

Job description

Branch: Electric

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

• Provides secretarial, administrative and clerical support to the department and acts as an assistant to the department’s Director and Managers; co-ordinates Director’s daily calendar, schedules appointments and meetings, assembles and prepares agendas, background materials, attends meetings, takes minutes and follows up on action items. Performs Microsoft Teams Meeting and Webinar set up and execution. Books travel, accommodations and conferences for department staff.
• Receives, redirects and responds to departmental calls; acts as receptionist for the department by greeting and directing visitors. Reviews incoming correspondence, handles when appropriate, and/or redirects to appropriate personnel for action; prepares outgoing mail.
• Composes correspondence, inter-office messages and a variety of other material. Checks and processes a variety of records/documents, gathers information requiring interpretation and follows up on discrepancies. Extracts and summarizes specific data from documents and reports using SAP, AM/FM, and Adobe Acrobat Pro. Codes documents such as visa statements and invoices ensuring all charge work orders and/or account numbers are correct for management approval; creates and processes personal expense claims using SAP.
• Supports the Director in the effective maintenance of capital project information; attends to requests to investigate issues by analysing data from SAP and other systems and reports results in appropriate formats such as spreadsheets, charts and graphs.
• Acts as DLA (Distribution List Administrator) for s: drive folders for Operations Engineering; develops and maintains filing systems, manuals and other materials; maintains departmental records including employee names and addresses and an organization chart.
• Prepares and manages Service Requests on behalf of the department for the onboarding/exit of employees, IS hardware/software requests, ordering personal/office supplies and safety equipment.
• Plans events such as communication sessions, team meetings, workshops and forums for department. Researches and books venue, plans room set up and organizes catering, along with planning agenda and sending meeting/calendar invites.
• Supports the coding and administration of invoices from external contractors and forwarding to business owner for approval.
• Support the administration and submission of requests to Procurement for services and contracts.
• Performs duties of a minor nature related to the above duties, which do not affect the rating of the job.

Requirements

• Education: High School graduation including post-secondary courses in office administration
• Experience: Two (2) years directly related experience.
• Intermediate working knowledge of computer systems operations, environment and peripherals and various applications software in use in the department (SAP & suite of MS Office products).
• 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 engineering design functions, 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 .