Labour Relations Assistant/Receptionist

BC Maritime Employers Association; Vancouver; On-site; CAD 42,000 - 58,000; Full time

Job summary

BC Maritime Employers Association is seeking a Labour Relations Assistant/Receptionist to support the Labour Relations team and act as the main on-site receptionist. The role is fully on-site at our main Vancouver reception desk, five days per week, providing a professional first point of contact for employees and external stakeholders.

Responsibilities include drafting discipline letters, filing documents, scheduling, handling inquiries, coordinating travel, managing timesheets, and supporting

Qualifications

• Proficient with Microsoft 365, especially Outlook, Word and Excel.
• Experience or education in office administration, labour relations, human resources, or related field is an asset.
• Strong organizational, multitasking and communication skills are essential.
• Ability to maintain confidentiality and exercise tact with sensitive information.

Responsibilities

• Provide administrative support to the Labour Relations Team and senior leaders.
• Draft, finalize and distribute discipline letters; file documents digitally and physically.
• Greet visitors, answer inquiries, schedule meetings, and manage communications.
• Maintain filing systems and assist bargaining preparation as needed.
• Schedule and coordinate travel, meetings, and LR training logistics.

Skills

MS 365

Organizational

Customer service

Teamwork

Education

Office admin training

Tools

Outlook

Word

Excel

Power BI

Job description

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.

Qualifications

• 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.

BC Maritime Employers Association is an equal opportunity employer. We are committed to creating a diverse and inclusive workforce and welcome applications from candidates of all backgrounds.