Office Administrator

CORPORATE PROFILE:

Manitoba Hydro International Ltd. is a wholly-owned subsidiary of Manitoba Hydro. MHI provides innovative services and solutions to customers in the energy sectors around the world. MHI is comprised of a number of divisions focusing on specific aspects of the energy industry. For more information, please visit MHI’s website at www.mhi.ca.

FUNCTIONAL RESPONSIBILITY:

Reporting to the Director, HR, Communications & Logistics, the Office Administrator will be responsible for providing general office support, ensuring smooth daily operations and handling a wide range of functions which will require independent thinking and judgement, strong attention to detail, and customer service and professionalism.

SPECIFIC RESPONSIBILITIES:

- Responsible for front desk operations and telephone calls placed to general corporate numbers. Ensure all calls and visitors are greeted in a professional and friendly manner and redirected to the appropriate personnel.

- Serve as a point of contact for visitors and clients, answering inquiries and relaying information.

- Manage and coordinate all maintenance and service calls for the building and equipment (Xerox, printers, office repairs and cleaners). This involves scheduling and overseeing regular maintenance checks and repairs and communicating with external vendors and the building’s landlord.

- Provide support in the couriering and shipping of documents and goods with various vendors including managing shipping/courier for software, electrical and computer components, event items (banners, booths, marketing materials) and documents for local, national and international clients and staff. Maintain shipping records.

- Responsible for the effective operation of the mail facilities, maintaining office and lunchroom inventory by purchasing supplies and ensuring the tidiness of the storage room, lunchroom and meeting rooms.

- Organize, file and maintain both physical and digital records for maintenance records, product data, correspondence, procedures, manuals, processes, and budgets in a current and accurate manner.

- Plan, coordinate, and prepare information for meetings, training, and events including managing the internal meeting room calendar schedules, preparing and distributing agendas and minutes, supporting activities for the Accessibility for Manitobans Act (AMA) program, booking of conference rooms, and audio-visual equipment as required, and ordering refreshments.

- Assist with new employee onboarding, including assigning building access cards, ordering business cards and name plates, and updating contact lists.

- Responsible for screening and monitoring incoming and outgoing mail and responding to internal and external queries and if required, drawing attention to deadlines and urgent matters to the appropriate individuals.

- Provide administrative support to the management team if required including word processing, spreadsheets, and storage, retrieval and sorting of electronic information.

- Participate in staff functions and employee interest committees.

Qualifications:

- Grade 12 plus two years of directly related experience OR Grade 12 plus some vocational courses plus 1 year of directly related experience.

- Completion of related office administration or secretarial courses would be considered an asset.

- Must demonstrate a high level of interpersonal skills and the ability to build rapport and provide excellent customer service.

- Must possess strong organizational skills with demonstrated ability to carry out detailed organizational assignments and perform administrative duties where the set-up is not standardized or well defined.

- Demonstrate a high degree of initiative, maturity, judgment and integrity and ability to foster and work in a team environment.

- Must possess excellent verbal and written communication skills to effectively work in close cooperation with all levels of the organization and external contacts and clients.

- Experience working in an office environment with knowledge of office procedures and practices.

- Demonstrated ability to use Microsoft Office Suite of products (Word, Excel, PowerPoint, SharePoint) and willingness and capacity to learn other software as required.

- Excellent time management skills and the ability to plan and organize work, assess priorities and work under stressful conditions.

- Proven ability to handle confidential and sensitive data with security.

- Self-motivated with a demonstrated ability to assess, plan, organize and execute a variety of concurrent tasks effectively with minimum supervision.

- Possess a valid Province of Manitoba Driver's Licence.

- French Language skills would be an asset.

Hybrid Work Schedule – Not Eligible

Based on job duties, this position is NOT eligible for the Hybrid Work Schedule as per corporate policy which presently allows employees to work remotely on Mondays and Wednesdays.

Job Types: Full-time, Permanent

Pay: $49,378.58-$64,660.74 per year

Benefits:

• Company events
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Application question(s):

• Are you legally eligible to work in Canada?

Experience:

• related: 1 year (required)

Language:

• English (preferred)

Location:

• Winnipeg, MB R3P 1A3 (required)

Work Location: In person

Application deadline: 2025-05-14
Expected start date: 2025-06-19