Labour Relations Assistant/Receptionist

ViziRecruiter,LLC.; Vancouver; On-site; CAD 40,000 - 52,000; Full time

Job summary

BCMEA seeks a Labour Relations Assistant/Receptionist to support the Labour Relations team and serve as the first point of contact at our main reception desk. This on-site role manages administrative tasks, records, scheduling, and correspondence while greeting visitors and coordinating travel as needed.

Based in Vancouver, you will handle filing, timesheets, wage claims processing, and coordination with union representatives, ensuring discretion with confidential information and professional

Qualifications

• 2+ years of office or administrative experience.
• Experience or education in labour relations, human resources, or a related field is an asset.
• Proficient with Microsoft 365 products, primarily Outlook, Word and Excel; Power BI is an asset.
• Strong organizational and multitasking skills with the ability to prioritize deadlines in a fast-paced environment.
• Effective verbal and written communication skills.
• Superior customer service skills with diplomatic handling of sensitive situations.
• Excellent problem solving and critical thinking abilities.
• Ability to work collaboratively and independently.

Responsibilities

• Provide administrative support to the Labour Relations Team and senior leaders.
• Draft, finalize and distribute discipline letters, grievance responses, and related documents.
• Draft correspondence, schedule meetings, file documents; respond to inquiries.
• Organize and maintain electronic and paper filing systems for arbitrations.
• Assist management with bargaining preparation as needed.
• Coordinate with union representatives to fill weekly workforce requests.
• Receive, track and process timesheets for pay claims.
• Schedule, prepare materials, and organize LR training events.

Skills

Strong organizational skills

Multitasking

Verbal & written communication

Customer service

Team collaboration

Discretion with sensitive information

Independent work

Microsoft Outlook

Microsoft Word

Microsoft Excel

Power BI

Tools

Microsoft 365

Outlook

Word

Excel

Power BI

Job description

Introduction

BCMEA represents approximately 49 waterfront employers and, by extension, the more than 9,400 people who work for them. BCMEA’s customer-members are ship owners and agents, stevedores, container, bulk, break bulk and cruise ship terminal operators. We help optimize our members’ operations by providing our expertise in labour relations, safety & training, and recruitment of the waterfront workforce.

Overview

Reporting to the Labour Relations Manager, the Labour Relations Assistant/Receptionist provides administrative support to the Labour Relations team while also serving as a welcoming, professional first point of contact for employees, guests, and external stakeholders at BCMEA’s main reception desk.

This role is located at the main reception desk and is fully on-site, five days per week, in support of our operations.

Responsibilities

Labour Relations Administration

• Provide administrative support to the Labour Relations Team and senior departmental leaders.
• Assist Labour Relations Managers and the Labour Relations Officer by drafting, finalizing and distributing discipline letters, sending grievance responses, and filing all related documents digitally and in paper files.
• Draft correspondence, schedule meetings, photocopy documents, order couriers, and respond to telephone inquiries.
• Organize and maintain department electronic and paper filing systems, including electronic records for arbitrations.
• Assist management with bargaining preparation as needed.
• Verify and confirm requests received from the Union.
• Handle confidential labour relations documents and information with discretion and in accordance with the privacy policy and department processes.
• Track labour relations correspondence, requests, and deadlines to support timely follow-up and accurate records.
• Send all-member communications, including union meeting notices, statutory holiday notices, and daylight savings reminders.
• Maintain Labour Relations Managers’ on-call schedule and notify Dispatch Team of schedule updates.
• Analyse maternity and parental leave applications for employees.
• Coordinate with union representatives to fill weekly regular workforce requests.
• Receive, track, and process timesheets for pay claims.
• Scheduling, copying materials, creating binders and organizing catering for LR training programs.
• Process vacation advances.
• Review and complete board promotions, demotions, First Aid board moves, and related updates.

Reception

• Provide reception coverage during lunch hours, breaks, and other periods as needed.
• Greet visitors and direct them to the appropriate person or department.
• Monitor and manage phone line, including screening and directing calls
• Sign in visitors, provide temporary building passes if required
• Assist with scheduling appointments for visitors and meeting room bookings.
• Provide information to internal and external contacts by email, phone, or in person.
• Manage incoming and outgoing mail and packages.
• Maintain and order office supplies as needed.
• Maintain a clean, organized, and professional reception area.
• Research and coordinate hotel and travel arrangements as required.

General Administration

• Maintain and update spreadsheets, trackers, and administrative records as required.
• Assist with the administration, coordination, and logistical efforts of special projects as required.
• Manage and reconcile the corporate credit card.
• Organize and order catering as required.

Requirements

• 2+ years of office or administrative experience, or an equivalent combination of education and experience.
• Experience or education in office administration, labour relations, human resources, or a related field is considered an asset.
• Proficient with Microsoft 365 products, primarily Outlook, Word and Excel; experience with Power BI is an asset.
• Strong organizational and multitasking skills, with the ability to prioritize competing deadlines and maintain attention to detail in a fast-paced environment.
• Effective verbal and written communication skills.
• Superior customer service skills, with the ability to respond to difficult or sensitive situations quickly and diplomatically.
• Exceptional critical thinking and problem-solving skills, with the ability to resolve issues in a timely and professional manner.
• Ability to work collaboratively as part of a team and establish positive working relationships.
• Ability to exercise tact and discretion when dealing with confidential and sensitive information.
• Ability to work independently with minimal supervision.