Administrative Support

Kibbi Technologies Inc.; Halifax; On-site; CAD 33,000 - 45,000; Full time

Job summary

Kibbi Technologies Inc. is seeking an Administrative Support professional in Halifax, NS for a term position up to 6 months.

The role supports Corporate Fleet with clerical tasks, journal entries, procurement support, and documentation management, ensuring accuracy and confidentiality. Responsibilities include processing time cards, preparing reports, maintaining databases, coordinating meetings, and serving as a frontline contact for internal and external clients.

Qualifications

• Grade 12, plus certification in business training from a recognized educational institution.
• Minimum of three (3) years related experience, preferably in Fleet operations.

Responsibilities

• Assist the procurement staff with requests for quotation for services.
• Support the vehicle tendering process.
• Monitor financial reports in SAP and Fleet Focus, and produce Journal Entries to correct errors.
• Review time cards and work orders to ensure information is accurate.
• Scan quotes, inspection reports, driver defects reports to work orders in Fleet Focus.
• Coordinate administrative functions of the division and prepare reports for management.
• Provide reception service to internal and external clients as required.
• Undertake administrative responsibilities such as ordering of office equipment, supplies, mail distribution.
• Support time sheets and training records maintenance.

Skills

Clerical processing

Microsoft Access

Microsoft Outlook

Document preparation

Spreadsheets

SAP

Financial reporting

Filing

Process improvement

Technical support

Client services

Human resources

Customer service orientation

Data entry

Organizational skills

Front desk

Typing

Journal entries

Business

Adobe Acrobat

Client interaction

Education

Grade 12

Certification in business training

3+ years related experience

Tools

MS Office Suite

SAP

Fleet Focus

Access Database

Internet/Acrobat

Job description

ADMINISTRATIVE SUPPORT

• Halifax Regional Municipality
• Dartmouth, NS

JOB DETAILS

• Full-time
• 1 day ago

SKILLS

• Clerical processing
• Microsoft Access
• Microsoft Outlook
• Document preparation
• Spreadsheets
• SAP
• Financial reporting
• Filing
• Process improvement
• Technical support
• High school diploma or GED
• Client services
• Human resources
• Customer service orientation
• Data entry
• Organizational skills
• Front desk
• Typing
• Journal entries
• Business
• Adobe Acrobat
• Client interaction

FULL JOB DESCRIPTION

Halifax Regional Municipality is inviting applications for a term, position (up to 6 months) of Administrative Support in Corporate Fleet.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Under the direction of the Superintendent of Municipal Fleet, the Administrative Support fulfills administrative support responsibilities to the administrative section of Corporate Fleet. The Administrative Support is responsible for clerical support concerning the maintenance and serving of the Municipal Fleet Vehicles. This position requires a high degree of initiative, customer service, and strong organizational skills. The Administrative Support must be a self-starter able to handle confidential / sensitive work efficiently and effectively with minimal supervision. The individual must have a strong commitment to work in a close team environment. As Administrative Support for Corporate Fleet, the incumbent must be able to provide information and services to both internal and external clients of the Halifax Regional Municipality.

DUTIES AND RESPONSIBILITIES

• Assist the procurement staff with requests for quotation for services.
• Support the vehicle tendering process.
• Monitor financial reports in SAP and Fleet Focus, and produce Journal Entries to correct errors, when required.
• Review time cards and work orders to ensure all information is accurate and complete.
• Scan quotes, inspection reports, driver defects reports, etc. to work orders in Fleet Focus to maintain vehicle history/cost, ensuring compliance regulations are met.
• Prepare and track records, liaising with staff in Fleet and other business units as required (i.e. Payroll discrepancies and confidential information).
• Verify monthly corporate credit card statements for accuracy and completeness (i.e. Ensure correct coding to work orders, cost centers, cost elements, etc.).
• Coordinate the administrative functions of the division.
• Actively seek out opportunities to improve the overall effectiveness of the division through industry best practices.
• Work with other Corporate Fleet staff to ensure consistent processes are followed between areas of responsibility.
• Investigate and liaise with IT regarding computer equipment, software, and phones.
• Be the main point of contact for Building Maintenance request.
• Provide assistance by organizing meetings, training, including agenda preparation, booking locations and minute taking.
• Maintain the Corporate Fleet Training Database.
• Respond to and direct enquiries on Fleet matters in person, over the telephone and through electronic correspondence with accuracy, professionalism and enthusiasm.
• Prepare various reports and correspondence for the management team within division.
• Undertake administrative responsibilities such as ordering of office equipment, supplies, distributing mail, etc.
• Provide follow up of action items for division.
• Support specific technical activities such as preparation and updating of spreadsheets and databases, web page and Fleet Focus related activities.
• Assist in the preparation of time sheets and the maintenance of vacation and training records on behalf of department.
• Process core returns on parts, based on the credit invoices received from vendors.
• Perform office duties such as photocopying, faxing, filing, receiving deliveries and coordinating outgoing courier packages.
• Provide reception service to internal and external clients as required.
• Fill in for the Fleet Asset Administrator.
• Other duties as assigned.

QUALIFICATIONS

EDUCATION & EXPERIENCE

• Grade 12, plus certification in business training from a recognized educational institution. An equivalent combination of education and experience may be considered.
• Minimum of three (3) years related experience, preferably in Fleet operations.

TECHNICAL/JOB SPECIFIC KNOWLEDGE AND ABILITIES

• Proficiency in the use of computers and software, i.e. Microsoft Office, specifically Word, Outlook, Excel, PowerPoint, and Access Database. Internet: Contribute and Acrobat.
• Thorough working knowledge of multiple Fleet Focus and SAP modules are considered an asset.
• Thorough knowledge of HRM Policies and Procedures
• Proficient typing / data entry skills.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.

Please note - Applicants are responsible to include all information that they wish to have taken into consideration in the review of their application, and applicants are required to provide full details of experience or training referenced in the posting. Applicants may be screened out of this competition at preliminary stages of review based on the insufficiency of the information provided, and the award of this position may be made solely on the basis of the information provided in the electronic submission without any requirement that the Employer contact the candidate for further elaboration on information referenced in the application.

COMPETENCIES

• Analytical Thinking
• Communication
• Customer Service
• Organization/Planning
• Teamwork and Cooperation
• Valuing Diversity

Work Status: Term (up to 6 months), full-time.

Hours of Work: Monday - Friday 8:00 am - 4:00 pm, 35 hours a week.

Salary: Level 4; $28.41 per hour as per the NSGEU 222 Collective Agreement.

Work Location: 150 Thornhill Drive, Dartmouth, NS.

Closing Date: Applications will be up to 11:59 pm on Monday, September 7, 2026.

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax