Administrative Assistant (12-month Mat Leave Coverage)

Summary

The Administrative Assistant will provide essential administrative support to the branch, including handling data entry, preparing reports, managing correspondence, and maintaining and organizing files. This role also involves delivering exceptional customer service to both internal and external clients. The successful candidate will be responsible for answering incoming calls, filing documents, and managing billing tasks.

This is a 12-month contract term from January 2026 to January 2027, with the possibility of extension or transition to a full-time permanent role.

This regular work schedule is from 8:00am to 4:30pm, Monday through Friday, based at our Progress Way Facility in Delta, BC.

Specific Duties and Responsibilities

• Enters and validates data in the Operational Management System (OMS) to ensure accuracy and completeness.

• Creates work order and prints BOL for drivers.

• Manages and completes billing tasks.

• Maintains, sorts, distributes, files BOL and Waste Manifests as required.

• Prepares and processes requisitions and purchase orders for supplies required for the branch.

• Collaborates with Operations and Sales to compile volume and inventory data for management reporting.

• Answer incoming phone calls and respond to questions and inquiries.

• Excel data entry.

• Understand Company safety policy and maintain safety records for the division as required.

• Conform in all respects with applicable federal, state/provincial and local laws, regulations, ordinances and other orders and to all company policies, procedures and directives from supervisors.

• Perform other duties and responsibilities as required.

Requirements

• High School Diploma or GED required.

• Minimum 2 years of experience in customer service or administrative role is required.

• Previous experience with invoicing is required.

• Proficiency with Microsoft Office and Google Workspace applications.

• Knowledge of Transportation of Dangerous Goods (TDG) regulations is a strong asset.

• Experience with Environmental Canada portal submissions is considered an asset.

Knowledge, Skills and Abilities

• Demonstrate professionalism by maintaining a high degree of integrity, ethics and confidentiality.

• Strong verbal and written communication skills to interact effectively with internal teams, clients, and stakeholders.

• Ensuring accuracy in tasks like data entry, document preparation, and correspondence.

• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.

• Adaptability and flexibility in a fast-paced, dynamic work environment.

• Excellent customer service skills with the ability to interact effectively with internal and external stakeholders.