Administrative Assistant FortisBC
We’re a Canadian-owned and BC-based energy company providing renewable and practical energy solutions to more than 1.2 million customers while also taking steps toward a lower carbon future. We’re looking for new talent to join us as we transform BC’s energy future. Our diverse team of more than 2,500 employees is committed to a safe and inclusive culture where each of us can connect, belong and grow. Join us, and let’s rethink energy together. Responsibilities Provide secretarial, administrative and clerical support to the department and act as an assistant to the department’s personnel; co-ordinate calendars, schedules appointments and meetings, assemble and prepare agendas, background materials, attend meetings, take minutes and follows up on action items. Perform Microsoft Live Meeting/Webinar set up and execution. Book travel, accommodations and conferences for department staff. Receive, redirect and respond to departmental calls; act as receptionist for the department by greeting and directing visitors. Review incoming correspondence and handles when appropriate, and/or redirects to appropriate personnel for action; prepare outgoing mail. Assist in the tracking of department expenses as well as revenues and expenses generated from initiatives. Code documents such as visa statements and invoices ensuring all charge work orders and/or account numbers are correct for management approval; create and process personal and department expense claims. Assist with the timely preparation of data to feed the billing processes; review billing information for consistency and accuracy; prepare operating and capital budgets; generate budget system reports, variance reviews, maintain cost trend data; make arrangements for purchase of capital and operating equipment and/or repairs and maintenance to office equipment and vehicles; determine requirements, obtain quotes from suppliers, compare price and quality, complete and issue purchase requisition/s in accordance with manager approval. Review, code and process invoices, expenses. Plan events such as communication sessions, workshops and forums; research and book venue, plan room set up, organize and book catering and plan menu; plan agendas and book appropriate speakers based on general topic ideas. Organize and schedule training and complete and update spreadsheets on training to ensure staff completes required skills and training in a timely manner; gather data from various sources and prepare periodic and ad hoc reports in spreadsheets and/or summarize into formal reports; update related spreadsheet and other records Act as the document/folder Administrator for the department; develop and maintains filing systems, manuals and other materials; maintain departmental records including customer contracts; answer related queries, investigate and resolve problems; maintain inventory supplies/stock Contact vendors for discrepancies as well as stores Support managers with project assignments as required; perform a variety of other functions related to regional office needs Perform duties of a minor nature related to the above duties, which do not affect the rating of the job. Requirements High school graduation including post-secondary courses in office administration and Microsoft Office products, plus completion of post-secondary accounting courses and two (2) years directly related experience. Advanced knowledge of Microsoft Office products (Outlook, Word, Excel, PowerPoint, SharePoint, Live Meeting) as well as other software in use in the department such as Adobe Acrobat 9 Pro, SAP, GIS, File Net and AM/FM. 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 business development, project management and associated functions. 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.
Safety is our number one priority, and to maintain the health and safety of our employees and broader communities, we have a number of COVID-19 safety measures in place. This includes a requirement for all new employees to provide proof of full vaccination, prior to their first day of work or the start of their employment. And of course, we will consider an accommodation for anyone who’s unable to be vaccinated due to a protected ground as defined by the Human Rights Code.