Office Support Representative

Location

Ignace

Employment Category

Regular Full-Time

Department

Operations

Job Reference

10416

Founded in 2002, the Nuclear Waste Management Organization (NWMO) is a not-for-profit organization tasked with the safe, long-term management of Canada’s intermediate- and high-level radioactive waste, in a manner that protects people and the environment for generations to come.

The NWMO has been guided for more than 20 years by a dedicated team of world-class scientists, engineers and Indigenous Knowledge Holders who are developing innovative and collaborative solutions for nuclear waste management. In 2024, the NWMO selected Wabigoon Lake Ojibway Nation and the Township of Ignace as the hosts for the site for a deep geological repository for used nuclear fuel.

This decision means our office and staff will, in the future, be relocating to Ignace, Ont., and the deep geological repository will be situated in the area near Wabigoon Lake Ojibway Nation and the Township of Ignace. Infrastructure planning and development are underway to support this transition and ensure that both the community and our employees are well served and supported, now and in the future.

Office Support Representative

Fulltime – One (1) Position Available

ON-SITE: Core business hours (8:30am-4:30pm)

Position Location: Site Based at Ignace, ON – 304 Main Street

Job Summary:

Reporting to the Office Facilities Supervisor, the Office Support Representative is a key member of the team that is responsible for providing a variety of administrative and clerical services to the NWMO including but not limited to: arranging and scheduling meetings, reception, shipping and inventory duties, operation and maintenance of office equipment, records management and document control support functions such as shredding and media storage and other duties as required.

Responsibilities

Reception/Scheduling/Calendaring:

- Greeting and directing visitors, serving as the first point of contact for guests

- Answering and directing phone calls to the appropriate department or individual

- Make all necessary arrangements for meetings, including scheduling in MS Outlook, taking minutes when requested by the Manager, preparing the room, confirming equipment, supporting meeting lead and attendees, and managing catering deliveries as needed.

- Schedule and maintain personal and team calendars for events, work, and vacation schedules.

- Make all necessary travel arrangements.

Records/Document Management:

- Accessing and managing shredding schedules, special requests, and media storage such as Data tapes on Iron Mountain site.

- Perform records management and document control support functions such as scanning, sorting, filing, labeling, retrieval, etc. for various phases of document life cycle management.

- Maintain, and update database information, manuals floor plans and phone lists and other associated records. Generate reports as required and maintain files of all departmental documentation.

- Process, distribute and track documentation. Verify details and compile statistics, ensuring deadlines are met, following up, as necessary.

- Working with a variety of commercial software applications (including MS Office suite) to produce correspondence, reports, presentation material, standard forms, numerical data, and other documentation as required.

Clerical:

- Perform routine clerical tasks such as mail and courier as required.

- Arrange for and perform bulk printing of material, courier packaging and handling as necessary.

- Maintain stationery, office kitchen supplies and publications ensuring sufficient inventory levels are maintained.

- Maintain task book and documentation related to all aspects of the job.

- Operate and maintain a variety of office equipment such as printers, fax machines, postage machines, scanners, and photocopiers. Carry out equipment inspections, and make minor adjustments, including changing toner, print cartridges, paper supplies, etc. Carry out key operator duties, as necessary.

- Operate and maintain computer based high volume production and colour graphics reproduction equipment, as needed, such as plotter material, external printing vendors materials.

- Prepare and process office supply and other requests and forward for approval. Check delivery documents against original orders following up on discrepancies by queries to others, including statement reconciliation.

Other:

- Assist with the onboarding/offboarding of employees and contractors: planning for system access, badges, name plates, business cards request, pass card forms, access codes request etc.

- Assist with interoffice moves such as providing packing supplies and coordinating with IT and other staff to facilitate the moves.

- Escalate any IT issues.

- Responding to, and following up on, assigned tasks including requests to Facilities Help Desk and dedicated Facilities inbox in a prompt and professional manner.

- Assist Office Facilities Supervisor with any building maintenance/ management or vendor requests as needed.

- Accountable for the health, safety and well-being of self and others, as per established procedures and standards.

- Conduct Health & Safety monthly inspections.

- Other duties as required.

Qualifications and Experience

The ideal candidate will have the following skills and experience.

- Secondary education required. Post-secondary education is an asset.

- Demonstrated office support/administration experience.

- Strong working knowledge and experience with MS Office (Outlook, Word, Excel, Publisher, PowerPoint).

- Outstanding communication and interpersonal skills.

- Strong sense of urgency, ownership and demonstrated ability to manage competing priorities and tight deadlines.

- Organized, resourceful and is an effective problem solver.

- A quick learner with ability to work independently.

- Committed and collaborative team player and flexible to daily demands.

- Outstanding attention to detail.

- Energetic, hard-working and self-motivated.

- Highly professional.

Other Information

Must be eligible to work in Canada and must be able to meet security clearance requirements.

This position has been identified to be performed at Site at point of hire.

We offer a competitive base salary, health care benefits and a defined benefit pension plan.

The NWMO is committed to contributing to Reconciliation in all its work by co-creating a shared future built on rights, equity and well-being. As an employment equity employer, NWMO actively seeks Indigenous Peoples, members of visible minorities, women, people with disabilities, and additional diverse identities for our workforce.

The NWMO will provide accommodation to applicants with disabilities.