Job Title: Administrative Assistant

Department: Administration

Industry: Natural Gas and LNG

Location: Calgary, Alberta

Position Type: Full-Time Regular

Description & Requirements

About Solaris Management Consultants Inc.

Established in 1993, Solaris Management Consultants Inc. (Solaris MCI) is now one of the largest privately held engineering firms in British Columbia. Operating as the project execution arm of our Group of Companies, Solaris MCI is one of five entities, including OgeeDev, Ensol Systems, Solaris Solutions and Capstone ITS.

Solaris MCI offers in-house, multi-discipline engineering and project services for new and sustaining capital projects. With more than 30 years serving the energy industry, we are committed to energy transition, sustainability, and decarbonization. Our expertise includes natural gas, LNG, hydrogen, ammonia, methanol, renewables, and technology solutions.

With offices located across North America, from Vancouver, B.C. to Houston, Texas, we are continuing to grow and are looking for all-star individuals to join our team!

About the role:

We are looking to expand an existing team of high caliber individuals who enjoy multitasking and supporting dynamic team environments. As a collaborative team player, taking pride in the quality and efficiency of your tasks, whilst promoting a positive office atmosphere is a must.

Our administration team members have cross-functional opportunities including assisting our engineering teams in a project administration role.

Key Responsibilities:

• Creates, distributes, and maintains reports, forms, documents, specifications, standards, and other files
• Supports project teams to ensure smooth project operations and facilitates any administrative project tasks (i.e. meeting minutes, action logs, etc.)
• Provides high-quality, efficient project documentation, follow-up reminders and any updates that may arise from project meeting action items
• Formats and edits technical documents using the Solaris MCI style guide and templates, including preparing and updating drawing binders for site visits
• Facilitates project close-outs with the projects team
• Provides a professional and welcoming atmosphere to guests and co-workers alike at our Surrey office front desk as well as having the flexibility to assist our project teams as needed
• Responds to internal and external inquiries and requests with tact and diplomacy
• Oversees boardroom bookings, coordinating calendars, managing requests, and scheduling meetings
• Manages office supply inventory, including coffee and sanitation products
• Arranges travel bookings and accommodations as needed
• Performs all other administration and reception duties as required

Skills & Qualifications:

• A college-level diploma, certification or equivalent in administration or technical field
• Expertise in customer service and administrative tasks with 5+ years of experience in an engineering or project driven environment
• Strong organizational and multitasking skills with high-quality work ethic and output
• Professional demeanor with excellent interpersonal skills and proactive approach to tasks
• Effective verbal and written communication
• Proficient in using Office 365, including Word, Excel, SharePoint, PowerPoint, and Teams, with the ability to learn new software programs quickly
• Strong ability to take initiative, engage with co-workers, and adapt to an agile project-driven environment

Demeanor Required:

• Positive Attitude - Maintain a positive and supportive attitude towards team members and stakeholders,
• Proactive - Ability to anticipate administrative needs and address them promptly,
• Adaptable - Flexibility to handle changing priorities and demands in a dynamic, fast-paced environment with multiple tasks and multiple deadlines,
• Collaborative - Strong team player with the ability to work effectively with diverse teams,
• Resilient - Ability to remain calm and composed under pressure.

Compensation, Benefits & Growth:

A career with Solaris MCI offers opportunities for growth through our organization's flat team structure, internal training, and mentorship programs.

Our culture is diverse and inclusive, valuing individual contributions for the benefit of all. This can be seen each day in our team's inclusive spirit, diverse backgrounds, encouragement for learning, teaching and advancement, and the attention to the health and well-being of all our employees. With extensive benefits, RRSP matching program, and much more, we put our team and their families first!

The salary for this role is based on an average of 37.5 hours a week. The estimated range is between $55,000-$63,000 annually, depending on skills and experience.

NOTE: Thank you for your interest in Solaris Management Consultants Inc. Only shortlisted candidates will be contacted for an interview. Due to the volume of applications we receive, we are unfortunately unable to respond to every submission or follow-up. Please note that to comply with Canadian Law, all candidates being offered a position with Solaris Management must be legally entitled to work in Canada. Reasonable accommodations will be provided for qualified individuals with disabilities to ensure equal opportunity in all aspects of employment. We wish you all the best in your career search!