Site Administrative Assistant

Canmec Industriel; Squamish; On-site; CAD 42,000 - 52,000; Full time

Job summary

Canmec Industriel is seeking a Site Administrative Assistant to coordinate administrative and logistical tasks at the worksite. The role includes arranging travel, onboarding workers, tracking training, and supporting payroll with time records.

You will monitor purchases, documentation, and communications among project teams, ensuring smooth site operations and timely reporting to engineers and managers.

Qualifications

• Strong organizational skills.
• Excellent attention to detail.
• Ability to manage multiple priorities.
• Proficiency with Microsoft Office 365.

Responsibilities

• Coordinate travel arrangements and submit travel forms.
• Onboard new employees and site workers; collect documents for payroll.
• Maintain site administrative records and daily reports.
• Process payroll documents and track expenses.
• Prepare procurement requisitions and track deliveries.
• Post and distribute communications for site teams.

Skills

Organizational skills

Attention to detail

Prioritization

Tools

Microsoft Office 365

Job description

Under the supervision of Félix, Project Director, the Site Administrative Assistant plays a key role in coordinating administrative and logistical activities at the worksite. The position includes arranging travel, welcoming workers, tracking training requirements and timesheets, and providing information needed for payroll. The role also supports smooth operations by monitoring purchases, deliveries, documentation and communications among project teams and partners.

RESPONSIBILITIES

Logistics and Travel Coordination

• Prepare and submit travel forms to our partner;
• Coordinate flight, accommodation and rental car bookings;
• Track transportation schedules and carrier movements;
• Maintain administrative records of travel and personnel movements at the worksite.

Onboarding and Orientation

• Coordinate administrative onboarding for new employees and site workers;
• Collect, verify and file hiring documents, and forward the required information to the payroll department;
• Maintain the mandatory training register and verify that each worker has completed the required training before entering the site, in collaboration with the health and safety advisor;
• Prepare demobilization forms when workers leave the site.

Administrative Support for Site Operations

• Collect, organize and archive site administrative documents daily;
• Help prepare the daily report with the engineer, superintendent, general foreman and project manager;
• Ensure all workers’ timesheets are received, filed and sent to the required parties;
• Maintain documentation for material receipts, including delivery slips, photographs and related documents;
• Post and distribute communications for site teams.

Payroll Support and Expense Tracking

• Prepare and update payroll records for employees covered by the applicable decree;
• Compile expenses incurred for each worker;
• Verify the accuracy and completeness of information required for payroll processing;
• File and track supporting documents for workers’ expenses.

Procurement and Equipment Tracking

• Prepare purchase requisitions and purchase orders;
• Follow up on orders and deliveries with suppliers;
• Coordinate procurement with the relevant stakeholders;
• Track supplies and consumables needed for site activities, including stationery and personal protective equipment (PPE);
• Maintain the rental equipment register;
• Verify that supplier invoices match purchase orders and delivery slips;
• File and update delivery logs and procurement documents.

REQUIRED SKILLS

• Organizational skills;
• Attention to detail;
• Ability to manage multiple priorities;
• Proficiency in Microsoft Office 365.