Administrative Assistant - One Year Contract

Administrative Assistant One Year Contract

Position Summary:

We are seeking a detail-oriented and proactive Administrative Assistant to support our Processing and Operations teams. This role involves managing documentation, coordinating meetings, maintaining records, and ensuring compliance with internal procedures. The ideal candidate will be highly organized, tech-savvy, and experienced in administrative functions within an industrial or petrochemical environment.

Key Responsibilities:

• Organize and file incoming documents from the Control Room in chronological order, prioritizing the most recent.
• Provide administrative support across multiple departments including Operations, Processing, Offsites, Marine, Shipping, and Laboratory.
• Manage internal and external communications, including memos, reports, presentations, and meeting documentation.
• Maintain and update logs for authorizations, procedural changes, and safety reviews (e.g., MOC, PRE-MOC, PSSR).
• Assign reference numbers to outgoing documents and maintain a centralized tracking log.
• Coordinate departmental meetings, record minutes, and distribute summaries.
• Plan and facilitate weekly safety meetings, including attendance tracking, presentation management, and Q&A documentation.
• Sort and archive operational records such as permits, lab files, incident reports, and safety checklists. Assign file IDs and forward to the Records Department.
• Oversee monthly calibration schedules for safety equipment (e.g., explosimeters).
• Monitor contract validity and ensure timely renewals for processing-related agreements.
• Create purchase requisitions, monitor PO status, and maintain contract tracking logs.
• Track and process departmental invoices to ensure timely payment.
• Archive incident reports and assist in investigation documentation.
• Maintain and update registers related to leaks and industrial hygiene.
• Prepare and schedule PSSR packages, obtain necessary approvals, and ensure proper documentation.
• Update weekly logs for oily water discharge and utility usage (e.g., water, electricity, methanol).
• Manage inventory of medical supplies, ensuring availability and compliance with expiration standards.
• Identify and report budgetary concerns that may affect contractual obligations.

Qualifications:

• Diploma in Business Administration or related field.
• Minimum of 5 years’ experience in a similar administrative role within the petrochemical or industrial sector.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Familiarity with Oracle Financials or equivalent ERP systems (e.g., SAP) is a strong asset