Administrative Assistant, Engineering

Affiliation: MoveUP

Employment Status: Full-Time Regular

Short-term Incentive Eligible: No

Workplace Flexibility: No

Posting End Date: Open until filled

As the province’s largest energy provider with more than 100 years of knowledge and experience, we proudly deliver renewable energy, natural gas, electricity and propane to 1.3 million customers.

We're actively seeking new talent to join our mission of delivering a stronger energy future in B.C. As one of BC's Top Employers with a diverse team of over 2,800 employees, we are committed to a safe and inclusive culture where each of us can connect, belong, and grow. Join us, and together, let's shape a brighter future for B.C.

Responsibilities

- Provides secretarial, administrative and clerical support to the department and acts as an assistant to the department’s Director and Managers; co-ordinates Director’s daily calendar, schedules appointments and meetings, assembles and prepares agendas, background materials, attends meetings, takes minutes and follows up on action items. Performs Microsoft Teams Meeting and Webinar set up and execution. Books travel, accommodations and conferences for department staff.

- Receives, redirects and responds to departmental calls; acts as receptionist for the department by greeting and directing visitors. Reviews incoming correspondence handles when appropriate, and/or redirects to appropriate personnel for action; prepares outgoing mail.

- Composes correspondence, inter-office messages and a variety of other material. Checks and processes a variety of records/documents, gathers information requiring interpretation and follows up on discrepancies. Extracts and summarizes specific data from documents and reports using SAP, AM/FM, and Adobe Acrobat Pro. Codes documents such as visa statements and invoices ensuring all charge work orders and/or account numbers are correct for management approval; creates and processes personal expense claims using SAP.

- Supports the Director in the effective maintenance of capital project information; attends to requests to investigate issues by analyzing data from SAP and other systems and reports results in appropriate formats such as spreadsheets, charts and graphs.

- Acts as DLA (Distribution List Administrator) for s: drive folders for Operations Engineering; develops and maintains filing systems, manuals and other materials; maintains departmental records including employee names and addresses and an organization chart.

- Prepares and manages Service Requests on behalf of the department for the onboarding/exit of employees, IS hardware/software requests, ordering personal/office supplies and safety equipment.

- Plans events such as communication sessions, team meetings, workshops and forums for department. Research and books venue, plans room set up and organizes catering, along with planning agenda and sending meeting/calendar invites.

- Supports the coding and administration of invoices from external contractors and forwarding to business owner for approval.

- Support the administration and submission of requests to Procurement for services and contracts.

- Performs duties of a minor nature related to the above duties, which do not affect the rating of the job.

Requirements

- Education: High School graduation including post-secondary courses in office administration.

- Experience: Two (2) years directly related experience.

- Intermediate working knowledge of computer systems operations, environment and peripherals and various applications software in use in the department (SAP & suite of MS Office products).

- Fast, accurate typing skills (60 words per minute); ability to format various types of correspondence and complicated reports, forms, charts and presentations.

- Good command of the English language to respond to inquiries, correct spelling, punctuation and grammatical errors, and compose correspondence.

- Excellent communication, interpersonal and organizational skills.

- Ability to work well under pressure with tight deadlines.

- Ability to follow high level instructions and work with detailed information.

- Previous experience with event planning for large groups.

- Familiarity with energy utility operations specifically related to engineering design functions, project management and associated function.

Our engaging workplace offers a wide range of challenging opportunities, while being safe, inclusive, and diverse. We offer a competitive salary and benefits package, while supporting life-long career development. We also encourage volunteerism and nourish the need to give back to your community.

FortisBC acknowledges and respects Indigenous Peoples in Canada, on whose Traditional Territories we all live and work. FortisBC is committed to Reconciliation with Indigenous Peoples and is guided by our Statement of Indigenous Principles.