BASIC FUNcTIONS
The Administrative Assistant will be the first point of contact for all staff and visitors at the RFI site as well as a general assistant for all departments of Red Flame.
POSITION REQUIREMENTS
- High school diploma required or at the discretion of management
- 1-3 years of experience in an office environment preferably in the oil and gas Industry
- Highly proficient in Microsoft programs including word, excel and outlook
- Experienced with a multi-line phone system and answering a high volume of calls accurately and efficiently
- The internal training for this position is identified within the Red Flame Industries Training Matrix
REPORTING RELATIONSHIPS
Direction for this role will be provided by the direct supervisor based on primary responsibilities and tasks. This position will also be responsible for assisting multiple departments as outlined below.
AUTHORITY
This position has the authority to execute all responsibilities and duties related to the position.
RESPONSIBILITIES
Top Five
- Ensure that all calls and messages are received and distributed in a professional manner
- Maintain and order office supplies as required
- Process incoming and outgoing mail and faxes
- Complete all assigned projects from your direct supervisor while maintaining high levels of communication
- Provide assistance to all office visitors while ensuring that they adhere to the company safety and security policies
Additional Responsibilities may vary
RECEPTION
- Be aware of the office staffs schedules to assist forwarding messages and directing calls. This includes vacations, meetings etc.
QHSE
- Assist with booking and tracking employee safety and training certifications
- Assist in the tracking and reviewing of standardized documentation
Human Resources
- Maintain the resume tracker as required
- Complete new hire process for all new staff as required
- Marking and uploading new hire testing as required
Operations
- Complete project binder skeletons as requested
- Scan and upload project binders as required
- Distribute projects binders to clients as directed
- Assist with the completion of NDT certifications
- Do Job binder ticket packages
- Complete other special projects as assigned
- Provide back-up for division coordinators
DUTIES
- Arrange all employee requests to courier packages domestically and internationally
- Ensure the supply room is maintained in an orderly fashion
- Ensure all office equipment is maintained and running efficiently
- Other duties as required
HEALTH AND SAFETY RESPONSIBILITIES
- Ensure that all work is completed in compliance with all Red Flame Industries health and safety policies
- Complete all safety training as required by Red Flame Industries policies and industrial regulations
- Participate in RFI health and safety program as necessary
MEASUREMENT OF PERFORMANCE
An Administrative Assistant will be deemed to be performing in a satisfactory manner when the following have been met or exceeded:
- Discharging responsibilities cited in Responsibilities and Duties with a primary focus on the Top Five
- Adhering to company policies and procedures
Administrative Assistant in Ottawa employer: RED FLAME INDUSTRIES
At AM Inspection, we pride ourselves on being an exceptional employer that values safety, quality, and employee growth. Our collaborative work culture fosters strong relationships among NDT Technicians and clients, while our commitment to ongoing training and certifications ensures that you can advance your career in a supportive environment. Located in a dynamic industry, we offer competitive benefits and the opportunity to work on diverse projects, making every day rewarding and meaningful.
