Administrative Assistant – Field Services

Company Name: BWX Technologies

Location: Cambridge, ON, CA

Job Duration: 2021-10-14 to 2021-11-13

Overview

BWXT Canada Ltd. is a world leader in design, engineering, manufacture, construction and service of nuclear power generation equipment.  As a supplier of innovative, high-quality nuclear components and services we cater to a worldwide customer base.  We take great pride in supplying highly engineered solutions that allow our customers to compete within the complex nuclear power generation industry.

 

We are currently recruiting for an experienced Administrative Assistant for our Cambridge, ON location.

 

JOB SUMMARY

 

To provide timely and effective administrative support to the Field Services’ Management which includes, Operations, Engineering, Projects and the Director of Field Services along with all the Field Services personnel.

 

RESPONSIBILITIES

 

Administrative Support

 

  • Prioritize meeting requests, schedule internal and customer meetings for the Director, Field Services and management team.
  • Schedule quarterly cost reviews / forecast meetings / P&L meetings.
  • Compile financial cost review package and issue.
  • Create and review expense reports and p-card statements for approval.
  • Manage and book domestic and international travel for director, managers and employees. This may include coordinating travel for large groups supporting international projects/outages.
  • Monitor and oversee accurate and timely entry of salary timesheets for all time-charging personnel and site personnel reporting to Field Services.  Make corrections and edits to timesheets as necessary.  Follow up with salary Payroll with any adjustments to pay.
  • Update weekly cost center reports.
  • Manage HR absentee system for Field Services personnel and report all vacation/lieu/sick/personal days, etc.  Manage lieu system for Field Services.  Monitor and issue reports to managers.
  • Prepare and issue outstanding vacation report for Field Services.
  • Monitor carry over vacation and issue reports (end of year).
  • Manage Field Services training in GTS/SuccessFactors/ Conversant. Prepare and issue weekly outstanding training reports to ensure compliance with training.
  • Maintain and enter training records and schedule training to ensure that Quality Assurance program required training is identified and scheduled.
  • Update procedural changes, review matrix and determine if formal training is required. If so, prepare training forms, advise supervisors and issue training forms to be completed by all individuals who require training. Assist in training scheduling and follow-up.  Advise supervisors of outstanding training and assist to ensure training does not go overdue.
  • Monitor training matrices and update as required.
  • Compile and/or update project related Contract Information Sheets and issue to Document Control department.
  • Run CAR reports, review current status and issue to those individuals who have actions to complete.
  • Maintain the disciplinary database, uploading disciplinary actions as they occur.
  • Assist with scheduling Oversight, Observation and Coaching for upcoming projects.
  • Order catering for customer meetings, review and approve invoices, code accordingly and submit to Finance & Accounting for payment.
  • Maintain fire marshall list and act as fire marshall for Field Services area for emergency evacuation purposes.
  • General administration as required.

 

Office Supplies

 

  • Review office supplies on hand and order as required.
  • Order office supplies required for project support at site and ensure project is charged appropriately.

 

General Administration

 

  • Post revised forms and additional information on the Nuclear Services portal and/or SharePoint.
  • Approve purchase requisitions and purchase orders on behalf of managers / project managers.
  • Prepare/format documents and presentations.
  • Print documents required for reports.
  • Resolve computer/printer/equipment issues.
  • Distribute all incoming mail.
  • Monitor and book meeting rooms.
  • Transfer calls as required.
  • Direct caterers, visitors, customers, suppliers, etc. to correct individuals and/or to the conference room

 

Continuous Improvement

 

  • Create report to track personnel manhours (project and burden); issue monthly report.
  • Monitor documents to ensure they are properly identified as proprietary and confidential.
  • Investigate availability and costs for one-time and/or non-traditional purchase requests.

 

QUALIFICATIONS

 

  • In-depth knowledge of business office processes and practices acquired through a minimum of 5 years’ experience in a senior administrative support role.
  • Excellent computer skills – Microsoft Word, Excel, PowerPoint, and Outlook.
  • Experience with SAP would be an asset.
  • Effective conflict resolution skills.
  • Outstanding and professional interpersonal, verbal and written communication skills with the ability to work effectively as part of a team or independently.
  • Has sharp attention to detail with the ability to anticipate problems to prevent delays and ensure success (i.e. scheduling conflicts, meeting attendees out of the office, etc.).
  • Practices good judgment, discretion, and confidentiality of sensitive information regarding department activities.
  • Superior problem solving, time management and organizational skills with a commitment to process improvement.
  • Ability to effectively interpret and apply company policies/procedures.

 

We thank you for your interest, however, only those candidates under consideration will be contacted.

 

BWXT Canada is committed to fostering an accessible, fair, and inclusive environment where all employees are able to access goods while being respected and supported. If you require accommodations during the application or interview process, please advise us as soon as possible so appropriate arrangements can be made. If you require information in a format that is accessible to you, please contact Human Resources.

 

BWXT Canada Ltd. embraces diversity of thought, values individuality, encourages new perspectives and provides equal opportunity in employment for all qualified employees and applicants without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability, or any other category protected by provincial law.