Administrative Assistant Document Control jobs

Job Overview

Curtis Powerworks (2018) Inc. is seeking a dependable and organized Administrative Assistant / Safety Advisor to support day-to-day office operations. This position is responsible for providing administrative, clerical, reception, and general office support to help ensure efficient company operations.

The successful candidate will assist with maintaining records, supporting scheduling, handling phone calls and visitors, preparing documents, organizing office information, and assisting with safety-related administrative tasks.

This role is best suited for someone who is organized, professional, detail-oriented, and comfortable working in a busy office environment.

Key Responsibilities

Administrative and Reception Support

• Provide general administrative and clerical support to daily office operations
• Answer and route phone calls in a professional manner
• Greet and assist visitors, employees, vendors, and other inquiries
• Respond to general inquiries and direct them to the appropriate person
• Maintain confidential company and employee records
• Type, format, scan, print, file, and organize correspondence, reports, forms, and other documents
• Assist with scheduling, calendar coordination, and meeting preparation
• Take meeting minutes when required and distribute them as directed
• Maintain organized physical and digital filing systems
• Sort and send mail, courier packages, and other office correspondence
• Maintain and order office supplies as required
• Coordinate repairs or service for general office equipment when needed
• Run occasional office-related errands
• Assist with data entry, document control, and general recordkeeping
• Perform other related administrative duties as assigned

Safety Administrative Support

• Assist with maintaining company safety records in an organized, accurate, and up-to-date manner
• Organize safety training records and maintain employee training certificates
• Track expiry dates for safety training, certifications, and related documentation
• Assist with filing and organizing safety forms, reports, inspections, toolbox talks, and meeting records
• Support safety-related document control and recordkeeping
• Assist with preparing, updating, scanning, and filing safety documentation as required
• Help ensure safety documents are completed, filed, and available when needed
• Assist with confidential employee and safety-related records
• Support communication of safety information as directed by management or supervisors

Qualifications

• Previous administrative, receptionist, or office support experience is preferred
• Business Administration, Office Administration, or related education/training is considered an asset
• Experience with construction safety programs or safety administration is considered an asset
• Experience maintaining training records, certificates, or compliance documentation is considered an asset
• Strong organizational and time management skills
• Strong verbal and written communication skills
• High attention to detail and accuracy
• Ability to maintain confidentiality with company and employee information
• Ability to prioritize tasks in a busy office environment
• Comfortable using computers, email, word processing, spreadsheets, and general office software

Skills and Abilities

The successful candidate should demonstrate:

• Professional phone and reception etiquette
• Strong organizational skills
• Effective written and verbal communication skills
• Attention to detail and accuracy
• Ability to maintain confidential records and files
• Ability to follow procedures and maintain accurate documentation
• Good judgment and problem-solving skills
• Ability to manage interruptions and changing priorities
• Ability to work independently and as part of a team
• Basic computer skills, including word processing, spreadsheets, email, and general office software

Technical Skills

• Basic computer knowledge is required
• Experience using Microsoft Office, OneDrive, Outlook, Word, and Excel are required
• General IT knowledge is considered an asset.

Personal Attributes

The successful candidate should be:

• Honest and trustworthy
• Respectful and professional
• Flexible and reliable
• Detail-oriented
• Safety-minded
• Organized
• A team player
• Able to maintain confidentiality
• Able to demonstrate sound work ethics

Working Conditions

This position is based in an office environment and involves extended periods of sitting and using computers and office equipment. The role may involve occasional lifting of office supplies or materials.

The employee will work in a busy office setting and may experience frequent interruptions. The position requires regular communication with employees, visitors, supervisors, and management.

Job Type

Full-time, Permanent

Schedule

Monday to Friday, 8-hour shift

Pay: $41,600.00-$45,760.00 per year

Benefits:

• Dental care
• Disability insurance
• Extended health care
• On-site parking
• RRSP match

Application question(s):

• Are you legally authorized to work in Canada?

Experience:

• OH&S: 2 years (preferred)
• Office Administration: 2 years (required)

Licence/Certification:

• Driving Licence (required)

Location:

• Deer Lake, NL (preferred)

Willingness to travel:

• 100% (required)

Work Location: In person