ADMINISTRATIVE REPRESENTATIVE

WINNIPEG, MB

• Competitive salary and benefits package.
• Defined-benefit pension plan.
• Nine-day work cycle which normally results in every other Monday off, providing for a balanced approach to work, family life and community.
• Flex-time and partially remote work schedule (providing the option to work remotely 3 days per 2 week period), depending on nature of work, operational requirements and work location.

• Provide administrative support, track and expedite matters of a high priority and of a confidential nature for the Department Manager.  Responsible for coordinating, compiling, summarizing and analyzing information for the DM, and recommending appropriate action as required.
• Maintain staffing spreadsheet and provide information to manager and supervisors when required.
• Resolves moderately complex to complex issues on behalf of the department managers and section heads in two departments related to equipment, recruitment, training, meetings, and logistics.
• Respond and give functional guidance to divisional and department staff on complex queries and make decisions in the interpretation of a large range of procedures and processes including safety, floor planning, recruitment, travel, accommodations, HRMS entries, VISA reconciliations, performance appraisals, and specialized training.
• Actively participates in the preparation and maintenance of the department's strategic business plans, particularly with respect to administrative procedures and processes.  
• Responsible for compiling information for the Department Safety Management System. Responsible for arranging safety training for two departments including the arrangement of speakers and trainers, as well as the coordination of training.
• Regularly supports internal customers throughout the division with respect to travel requests, vehicle rentals, air charter manifests, PRA requests, furniture purchases, equipment orders, space planning, and troubleshooting equipment issues in meeting rooms.  
• Arrange departmental and cross-departmental team collaboration meetings and complex events including distribution of agendas, booking conference rooms, setting up audio-visual equipment, arranging catering, and coordinating meeting activities.
• Prepare payments to contractors or suppliers and reconcile corporate credit card statements, expense accounts and telecommunications invoices and request and/or make journal entries to correct mischarges.  Prepare and process documents pertaining to travel expense accounts, safety and training records.
• Supports organizational change and acts as a role model in the department for our cultural principles and behaviors.
• Review administrative activities in the Department, providing input into department admin procedures and processes identifying those requiring improvement and initiating collaborative action to improve procedures or eliminate non-value-added activities.
• Assist with hiring process including scheduling of candidate interviews and preparing interview materials.

• Grade 12 education with completion of commercial or vocational special courses and two years of directly related experience.
  OR
• Grade 12 education with three years of directly related experience.
• Demonstrated ability to organize, schedule and complete work on various concurrent assignments and effectively direct workflow with a minimum of supervision.  
• Good working knowledge of PC based computer system applications with demonstrated ability in the Corporate standard software including Word, Excel, PowerPoint, Visio, SharePoint, Outlook, SAP, HRMS, eforms, Adobe Acrobat, and MS Teams.  
• Ability to handle confidential data with discretion.
• Experience on Capital Projects would be an asset.
• Capable of developing new methods or modifying or adapting office procedures and practices to new or changed conditions.  
• Highly developed clerical skills, including a demonstrated knowledge of business English, grammar and spelling.
• A good knowledge of appropriate Corporate policies and procedures.