Administrative Support Specialist

Cabin Operations Ltd.; Kelowna; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in Cabin Operations is seeking an Administrative Support Specialist to enhance efficiency through innovative AI tools. The ideal candidate will assist senior leaders and project managers with HR and project coordination, showcasing strong organizational and communication skills. This position offers a competitive salary, professional development opportunities, and a dynamic work environment focused on cutting-edge technology.

Benefits

Dynamic and supportive work environment

Investment in professional development

Competitive salary and benefits package

Qualifications

• Proven experience in an administrative support role, preferably for senior leadership.
• Exceptional organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite required.

Responsibilities

• Assist senior leaders with HR tasks, onboarding, and scheduling.
• Provide project management support including meeting scheduling and document organization.
• Research and implement AI tools for administrative efficiency.

Skills

Organizational skills

Attention to detail

Communication skills

Proficiency in Microsoft Office Suite

Adaptability

Education

Experience in administrative support

Job description

Are you a highly organized and proactive administrative professional with a passion for

efficiency and innovation? We're seeking a dedicated Administrative Support Specialist to join our Cabin Operations team. In this pivotal role, you will providecomprehensive administrative assistance to our senior leaders and project managers,playing a key part in the smooth operation of our business.

We are looking for someone eager to explore and implement cutting-edge AI tools to

revolutionize our administrative processes. If you're excited by the prospect of learning new technologies and contributing to a more efficient future, we want to hear from you!

Key Responsibilities :

HR Administration :

• Assist senior leaders with various human resources administrative tasks,

including onboarding support, record keeping, and scheduling interviews.

• Support the coordination of HR-related meetings and events.
• Maintain confidentiality and accuracy of all HR documentation

Project Management Administration :

• Provide administrative support to Project Managers, including scheduling

meetings, preparing agendas, and taking minutes.

• Assist with preparing, organizing and maintaining project documents

including contracts, drawings, permits, RFIs, submittals and change

orders.

• Assist with the organization and tracking of project documentation.
• Help monitor project timelines and deliverables as needed

General Administrative Support :

• Prepare and format documents, presentations, and reports.

o Assist with creating presentations, bid packages, or submission

documents as needed

• Prepare and format reports, meeting minutes, letters, and other project-

related documents.

• Organize and maintain digital filing systems for easy document retrieval.
• Collect, review, and submit vendor and subcontractor invoices for approval

and payment.

• Ensure invoice coding aligns with the budget and cost tracking systems
• Track and manage logs for RFIs, submittals, transmittals, and changeorders
• Follow up on action items from meetings and ensure properdocumentation is filed
• Order and manage office supplies.
• Perform other administrative duties as required to ensure the efficient operation of Cabin Operations

AI Tool Adoption & Implementation :

• Actively research, test, and utilize AI tools to identify opportunities

for administrative efficiency improvements.

• Collaborate with the team to integrate new AI solutions into daily

workflows.

• Be open to participating in training courses to enhance your knowledge

and skills in AI tools.

Qualifications :

• Proven experience in an administrative support role, preferably supporting senior

leadership or project teams.

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize tasks, manage multiple deadlines, and work effectively in a

fast-paced environment.

• A proactive, self-starter attitude with a strong desire to learn and adapt to new

technologies.

• Openness and enthusiasm for learning, testing, and utilizing AI tools to

enhance administrative efficiency.

What We Offer :

• A dynamic and supportive work environment.
• Opportunity to play a key role in improving our administrative processes through
• Investment in your professional development, including training courses to

facilitate the adoption of AI for administrative tasks.

• Competitive salary and benefits package.

If you're ready to bring your administrative expertise and your curiosity for AI to our

team, we encourage you to apply!

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