Corporate Services Assistant

Join Our Team at voestalpine Railway Systems Nortrak!

Embark on a rewarding career journey with voestalpine Railway Systems Nortrak, North America's premier designer and manufacturer of special trackwork. With a legacy spanning 160 years, we lead the industry in shaping the future of rail solutions. As part of the voestalpine Railway Systems global network, we are committed to delivering quality products and services, including rails, turnouts, fastening systems, signaling technologies, and monitoring solutions. Operating with a presence across Canada, the US, and Mexico, we prioritize the well-being of our people, global mobility, and sustainability and innovation.

Our people are the foundation of our success. Skilled, motivated, and results-driven individuals shape our culture demonstrating our core values of Respect, Responsibility, Curiosity, Courage, Passion, and Diversity each day. This commitment is more than shared values; it extends to shared responsibilities for safety and quality, showing genuine care for one another's growth and development, a commitment to our customers, and fostering strong relationships within the Nortrak Team and with our customers.

We are currently looking for a Corporate Services Assistant to join our team in Richmond, BC.

PURPOSE OF POSITION

Reporting to the Manager, Marketing Communications, the Corporate Services Assistant provides operational and administrative support for Marketing Operations, Internal Communications, employee engagement initiatives, facilities coordination, and other corporate services activities. The role requires a highly organized and proactive individual capable of coordinating multiple responsibilities, supporting cross-functional stakeholders, maintaining accurate records, and continuously improving processes.

Marketing Operations & Event Support:

• Support the planning, coordination, and execution of trade shows, customer events, and marketing initiatives.
• Coordinate logistics, vendors, materials, shipments, and operational requirements related to marketing activities.
• Maintain inventories of marketing assets, promotional materials, and branded products.

Internal Communications & Employee Engagement:

• Support the development, coordination, and distribution of employee communications and engagement initiatives.
• Assist with the preparation and publication of newsletters, announcements, presentations, recognition programs, and other communication materials.
• Coordinate information gathering and stakeholder input to support communication activities across the organization.

HR & Corporate Services Support:

• Provide administrative support for employee-related programs, onboarding activities, training coordination, compliance tracking, records management, and other corporate services initiatives.
• Assist with the coordination of employee recognition, engagement, and company-wide programs.
• Support reporting, documentation, and process administration activities as required.

Facility & Office Coordination:

• Coordinate day-to-day office and facility-related activities, including maintenance requests, vendor communications, service coordination, health and safety coordination and administrative support for building operations.
• Support the management of facility-related contracts, inspections, repairs, and office services.
• Assist in the coordination of safety-related activities, documentation, and training requirements.

Vendor & Administrative Coordination:

• Coordinate vendor relationships, quotations, purchase requests, invoices, payment requests, and related administrative processes.
• Maintain accurate records, documentation, schedules, inventories, and other business information.
• Provide administrative and operational support across multiple business functions.

Process Improvement & Business Support:

• Identify opportunities to improve, streamline, automate, and simplify administrative and operational processes.
• Participate in special projects and continuous improvement initiatives.
• Contribute to the ongoing development and effectiveness of Corporate Services activities.

QUALITIFCATION:

EDUCATION:

• Post Secondary Education (College) would be an asset.

FIELD OF EXPERIENCE:

• Minimum 2 years of experience supporting administrative, operational, project coordination, customer service, communications, or other related business functions.
• Experience coordinating multiple priorities, projects, and stakeholders in a fast-paced environment.
• Maintain records, schedules, documentation, and administrative processes with a high degree of accuracy.

• Coordinate business events, meetings, vendors, shipments, logistics, and related activities.
• Experience obtaining quotations, coordinating with suppliers, and tracking deliverables to ensure timely completion.
• Obtain information from multiple stakeholders and coordinate communication activities.
• Prepare professional business communications, presentations, reports, newsletters, and other organizational materials using established templates, standards, policies, and business processes.
• Demonstrate initiative, resourcefulness, and a willingness to identify opportunities for improvement while taking ownership of assigned responsibilities.

SKILLS & COMPETENCES:

• Proficient with strong written and verbal communication skills to interact with employees, managers, vendors, and external partners and to prepare professional business communications.
• Demonstrates strong teamwork and collaboration skills when working with diverse groups and stakeholders.
• Comfortable working in a dynamic environment and adapting to changing priorities, responsibilities, and business needs.
• Ability to analyze information, identify opportunities for improvement, and support process optimization initiatives.
• Strong coordination and follow-up skills, with the ability to manage timelines, track progress, and work collaboratively with multiple stakeholders to ensure commitments and deadlines are achieved.
• Demonstrates curiosity, adaptability, and the ability to quickly learn new processes, systems, and business functions.
• Demonstrates accountability for making informed decisions within established procedures and ensuring timely escalation of exceptions or risks.
• Excellent organizational and time management skills, with the ability to independently prioritize competing responsibilities, manage multiple tasks, and consistently deliver on commitments.
• Effective problem-solving skills with the ability to identify issues, evaluate alternatives, implement practical solutions, and escalate complex matters when appropriate.
• High attention to detail and commitment to accuracy in documentation, communications, records management, and administrative processes.
• Understands the interdependencies between processes, stakeholders, and business activities, and considers the broader impact of decisions and actions.
• Comfortable learning and utilizing a variety of business systems, applications, and technology tools to support operational and administrative functions.

Technical Skills:

• Proficient in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
• Experience using content creation and design platforms such as Canva, Adobe Express, Adobe Creative Suite, or similar tools is considered an asset.
• Comfortable learning and using new business systems, databases, and software applications to support operational, communication, administrative, and reporting activities.
• Ability to maintain accurate records, documentation, inventories, training data, and administrative information while ensuring organization and attention to detail.
• Experience using HRIS, learning management, or other enterprise software systems is an asset.