Administrative Assistant, Site - 12-month contract - Maternity Leave Replacement position

Job Description

Position: Administrative Assistant - 12-month contract - Maternity Leave Replacement position

Primary Location: Brandon, MB

Shift: Salaried - Monday to Friday - 40 hours/week; Overtime needed as per business needs and training objectives.

Reports to: Plant Manager

Compensation: $65,000 - $73,000 per year

The Canadian salary for this position is $65,000 - $73,000 per year. Salaried rates are determined by role, level, and location. The salaried rate displayed on each job posting reflects the starting rate for new hires for the position. Rates may also be determined by work location and additional factors, including job related skills, experience, and relevant education or training. More specific rate factors for your preferred location can be discussed during the hiring process.

About this Role and About You

The role of Administrative Coordinator exists to support and enhance the productivity of the site leadership team. This is accomplished by assisting in the development, organization, and control of documents and correspondence, by facilitating and communicating the results of various meetings and by coordinating human resource related activities. Strong, clear, and timely communications, both internal and external to the site, are essential to this position.

Key Responsibilities

Administrative

• Provide administrative support to the Plant Senior Leadership team and other plant office members including computer support, entering expenses in Concur, SAP support, meeting, and catering arrangements and other general support as required.
• Document Controller.
• Maintain document control database.
• Manage documents according to document control procedures.
• Monitors and initiates replacement inventory for all office supplies.
• Assist in the organization of company functions.
• Overseas and manages the following Admin. budgets:
• • Company Sponsored Activities
  • Charitable Donations
  • Advertising & Promotions
  • Stationery & Office Supplies
• Postage and Mailing Costs
• Maintains plant Key Register and issues Security ID Cards.
• Create and maintain files for various departments at the site including but not limited to; Quality/Manufacturing, EH&S and Human Resources

Accounts Payable:

• Process invoices for payment by ensuring invoices are correct and reconciled against purchase orders.

Clerical

• Typing (includes all procedures, manuals, forms and system requirements for entire management group).
• Mail distribution, courier services.

Payroll

• Process time sheets and manage payroll reporting and activities for Operations and Maintenance departments, including tracking of hours worked, overtime, vacation, banked days, sick time and leaves of absence, in accordance with the provisions of the Collective Agreement.
• Ensure all data files are complete for transmission to ADP EZ Labour.
• Coordinate all CBA annual increases and associated banks.
• Calculate vacation pay rates and vacation allotment for all hourly Brandon employees per the Collective Agreements.
• Calculate final payout for departing employees (terminations and retirements).
• Prepare quarterly vacation liability reports for accounting.
• Prepare time and attendance reports for supervisors as requested.
• Assist the payroll team in resolving inquiries and discrepancies.

Human Resources:

• Answer basic questions pertaining to employee programs, benefits and policies. Where necessary, consult with HR and/or the Benefits and Retirement Analyst prior to responding to employees.
• Onboard new employees using the onboarding platform in Ultipro as well as the New Hire checklist process to communicate company policies, benefits, HR forms, etc.
• Request IT credentials and devices needed (computer/cell phone/access to folders) for new hires.
• Assist HR on-site with the termination checklist and supporting processes.
• Receive and forward HR documentation to head office for processing.
• Provide statistical information for safety and sick time tracking.
• Assist in the coordination of various leaves of absence for Brandon Plant.

Receptionist

• Switchboard operator.
• Greet and directs plant visitors.
• Maintains Contractor/Visitor security system.

Computer

• Aids with computer software issues.
• Upgrade computer skills and work towards the development of administration computer utilization/processes.

Qualifications

Knowledge

• Minimum 1-3 years in a modern office environment.
• High school Diploma
• Secondary Schooling

Competencies

• 3-5 years of relevant administrative, clerical and payroll experience.
• Advanced knowledge of business software including Microsoft Office, Outlook.
• Working knowledge of SAP and ADP EZLabour manager strongly preferred.
• High level of administrative and organizational skills.
• Ability to work within a changing work environment with many interruptions and tight deadlines.
• Strong interpersonal and communication skills, both written and verbal.
• Analytical and adept at problem-solving.
• Must be able to prioritize, plan and conduct work activities accurately and efficiently.
• Dependable, self-starter and maintain a high level of confidentiality.

Physical Demands / Work Environment

Physical Demands

• Employee is frequently required to sit, stand, walk, reach with hands and arms, balance, stoop, kneel, crouch, or crawl.
• Employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job may include close vision.
• Employee must be physically capable of spending long hours outdoors and occasionally work in protected clothing and equipment.
• Ability to climb stairs and ladders (including vertical).
• Must be “fit for duty”.

Work Environment

• Office settings

What Chemtrade Offers You

Embracing Diversity, Maximizing Results

At Chemtrade we are committed to cultivating a work environment that embraces and values the unique qualities of every employee. We believe in harnessing the richness of diverse talents, ideas, backgrounds, experiences, and perspectives to drive our business forward. Our vision is to create a workplace where all individuals feel respected, empowered, and inspired to contribute their experiences, ideas, and perspectives.

We recognize that the diversity of our employees is paramount to our organization's success. It is through the diversity of perspectives that we develop and shape programs and tools that support our employees' growth and career management. Join us in our journey towards building an inclusive workplace that values diversity and promotes the personal and professional development of our employees.