Celebrating our 20th anniversary in 2024, H2Safety Services Inc. is the largest Emergency Response Management provider in Canada. Equipped with decades of experience, our team of industry leading experts deliver comprehensive, tailored Emergency Management, Health, Safety, and Environment (HSE), Emergency Response Training, and Technology services to companies throughout Canada, North America, and around the world. By continually investing in our people and world-class technology, we ensure the highest level of protection and compliance for our clients, stakeholders, and the environment.

Your Team

At H2Safety, we believe that diversity of experience, perspectives, and background leads to a superior company culture, creates meaningful experiences and work for our employees, and generates exceptional products and services for our wide range of clients.

We're currently seeking an Administrative Assistant to join our team. Reporting to the Office Manager, you will play a critical role in ensuring the smooth day-to-day operations of the office while providing crucial support to the office. This position encompasses various tasks, including basic reception duties, office administration, fleet management, travel coordination, and team support functions.

What You'll Do & How You'll Make an Impact

• Manage reception tasks, including answering incoming inquiries and visitor management. Support workspace organization, maintain filing systems, and input data for efficient office operations.
• Office Maintenance: Oversee upkeep, repairs, and improvements of office space, and coordinate space optimization and vendor relations.
• Supply Chain Management: Procure and manage office supplies, while also developing processes and procedures to optimize inventory and monitor vendor performance.
• Documentation & Reporting: Maintain facility management records. Additionally, generate regular facility-related expense and performance reports.
• Team Support Functions:
  • Provide comprehensive team support including administration for Emergency Response Plan (ERP) Teams, document creation and updating, event coordination for staff, and managing timely information delivery through mass mailouts and distributions.
  • Provide comprehensive support to executive team, including meeting logistics, document preparation, research, and project coordination for efficient operations and timely task completion.
  • Support Operations Team by verifying and updating emergency contact information, maintaining internal databases and updating client documents, and performing various administrative tasks as needed.
• Print & Courier Support: Support print department with ERP product and tool assembly, manage mail/courier logistics, and provide aid assembling emergency kits ordered through our online store.
• Company Event Planning: Coordinate annual social events, including venue selection, vendor negotiation, scheduling, and compliance with regulations, to align with company goals. Oversee the organization and execution of these events, managing setup, staffing, vendor coordination, attendee management, logistics, and issue resolution for seamless experiences.

What We're Looking For

• Diploma in business or office administration.
• Minimum two years of work experience in an administration or customer service environment.
• Proven ability in effectively managing office operations and coordinating tasks.
• Strong organizational and multitasking skills, with a focus on prioritization and meeting deadlines.
• Excellent written and verbal communication abilities, ensuring clear correspondence.
• Proficient in Microsoft Office Suite for efficient document management.
• Demonstrated passion for exceptional customer service, coupled with strong initiative, adaptability, and problem-solving skills.
• Possession of a valid driver's license with a clean driving record.

Bonus Experience

• Administration, project support, or customer service work experience.
• Completion of, or working towards, a certificate, diploma, or degree (ideally in administration or business).
• Completion of, or working towards, formal training or certificate in Microsoft Office Suite.
• Oil and gas knowledge/industry work experience.