| Location: |
Edmonton, AB, Canada |
| Company: |
Subscription Required |
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This key resource role provides administrative support to the Purchasing, Contracts and Logistics personnel in the Operations Procurement Department located in Edmonton.
Responsibilities
· Actively manage the Department's calendars by ensuring effective scheduling of meetings and avoiding conflicts.
· Support the Department personnel in meeting preparations (files, agenda, etc.)
· Support and/or submit expense claims in I-Expense (Oracle) for Department employees.
· Support and/or enter weekly timekeeping entry to PeopleSoft for the Department.
· Coordinate and schedule the Department's internal/external meetings and social events including venues, reservations, logistics, audiovisual equipment and catering.
· Coordinate travel arrangements for personnel booking flights, hotels, car rentals, and provide itineraries.
· Support the maintenance of Procurement document filing in a corporate central filing system.
· Prepare and modify documents including letters, reports, presentations, charts etc. as required.
· Deliver accurate and timely documentation for meetings and presentations.
· Coordinate Department office moves including the management of CARFs for phone equipment, computers etc.
· Create and submit CARFs for personnel requesting security cards, maintenance issues etc.
· Compile weekly timekeeping report and send to Supervision for review and signoff.
· Onboarding of new employees - safety orientation, building orientation, business cards, credit card applications
· Updating department documents for distribution - organization chart, phone lists, floor maps, vacation bookings
· General administrative duties including reception, mail distribution, faxes, couriers and ordering office supplies and coffee supplies
· Accurate and timely filing and records retention/retrieval for Purchasing, Contracts and Logistics documents.
· Redirecting phone calls, photocopying, faxing, for the Department members as required.
· Issue Purchase orders to vendors and copy the appropriate Purchasing and Logistics personnel.
· Close purchase orders in Oracle when requested.
Reports
· Update the Logistics Purchase Order tracking Sheet on a daily basis.
· Update the Purchase Order Acknowledgement report on a weekly basis by entering the purchase orders as received in Oracle acknowledging they have been signed by the Vendor.
· Create weekly Export the Purchasing Outstanding Delivery/Receipts Report using Discoverer and create the weekly MRR report. Investigate any discrepancies. Engage Purchasing and Logistics personnel to resolve.
· Update the corporate contracts database.
· All reports to be distributed to the required Procurement and Contracts personnel and filed appropriately.
· Document and maintain desktop procedures for the Administrative Support II role.
· Other duties and/or projects as assigned.
Qualifications
Education/Experience:
· Related 2-year technical diploma
· Minimum of three (3) years of related experience
· Equivalency: Directly related training or experience may be considered
Qualifications (Required Knowledge, Skill and/or Ability)
· Knowledge of modern office equipment.
· Maintain records and prepare reports.
· Effectively respond to questions from management, internal clients, external clients and vendors/contractors.
· Ability to solve practical problems.
· Interpret a variety of instructions furnished in written, oral or diagram form.
· Ability to make minor decisions in accordance with established policies.
· Excellent computer skills: considerable knowledge of PC operations software (MSWord, PowerPoint, Outlook and Excel Spreadsheets) as required. Experience with Access would be an asset.
· Excellent typing skills are required.
Salary and position level will be commensurate with qualifications.
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