Reporting to the Labour Relations Manager, the Receptionist & LR Administrative Assistant is responsible for delivering a welcoming and efficient reception experience to employees and guests, serving as a key point of contact to support a positive workplace environment. Additionally, this role provides administrative support to the Labour Relations team, as needed.

Responsibilities

Greet visitors and direct them to the appropriate person or department
Monitor and manage phone line, including screening and directing calls
Maintain the reception area to ensure it is tidy and professional
Sign in visitors, provide temporary building passes if required
Deliver information to internal and external contacts via email, phone, and in person
Manage incoming and outgoing mail and packages
Maintain and order office supplies as needed
Organize and maintain department filing systems
Assist with scheduling appointments for visitors and meeting room bookings
Various administrative tasks including drafting correspondence, scheduling meetings, photocopying documents, ordering couriers, and responding to enquiries

Provide administrative support to Labour Relations team, including:

Finalize and distribute discipline letters
Maintain documentation in software and paper files
Send member communications
Maintain manager’s on-call schedule
Assist in preparation for bargaining including booking meeting rooms and typing minutes
Scheduling, copying materials, creating binders and organizing catering for meetings or training sessions
Receive, track, and process timesheets for pay claims
Book hotel and travel arrangements as needed

Qualifications

Superior customer service skills with the ability to handle difficult and sensitive situations quickly and diplomatically.
2+ years of office or administrative experience, or an equivalent combination of education and experience.
Diploma in office administration is considered an asset.
Proficiency in Microsoft 365 products, particularly Outlook, Word, and Excel.
Excellent multitasking skills and the ability to work in a fast-paced, high-stress environment.
Strong organizational skills with a keen sense of prioritization.
Effective written and verbal communication skills.
High attention to detail and dedication to meeting deadlines.
Flexibility, strong problem-solving skills, and a high degree of professionalism.
Ability to work collaboratively as part of a team and build positive working relationships.
Capacity to exercise tact and discretion when dealing with confidential and sensitive information.
Critical thinking skills and the ability to resolve issues in a timely manner.
Ability to work independently with minimal supervision.

BC Maritime Employers Association is an equal opportunity employer. We are committed to creating a diverse and inclusive workforce and welcome applications from candidates of all backgrounds.

BC Maritime Employers Association

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