Administrative Assistant, Catering

ADMINISTARTIVE ASSISTANT, CATERING

Swartz Bay

The Opportunity

We are looking for a detail-oriented administrative professional to join our Catering and Retail Operations team! In this role, you will be performing general administrative duties for Catering Superintendent, senior chief Stewards and Catering vessels such as including processing mail, preparing, proofing and distributing general and confidential correspondence including e-mail, meeting minutes as well as scheduling and maintaining calendars and appointments for Catering Superintendent.

The role

Reporting to the Catering Superintendent, Catering and Retail operation ,you bring value to key areas including:

• Processing purchase order requests manually or by receiving and entering into a computerized maintenance/financial management system
• Providing support with forwarding purchase orders for approval; verifying, coding; processing purchase orders and invoices, investigating and correcting discrepancies verifying goods received or services rendered and documentation received and complete; entering into system; maintaining documentation to ensure auditing requirements are met; works directly with Vendors regarding Purchase Orders. Placing Eatec orders, builds Eatec packages to assist the vessel when required
• Assisting with administrative process queries; handling confidential. and sensitive information and documents; updating and maintaining multiple filing systems, maintaining spreadsheet records, working within all areas of SharePoint (i.e.; Safety, Operations, Vacations); processing documentation and revision control sheets; making ravel arrangements for Catering personnel; verifying, coding and processing expense claims and related invoices
• Entering and maintaining EZLabor data for Excluded Managers which includes project codes and UCS
• Liaising with internal departments, contractors, external organizations to coordinate raining, liaising with vendors and employees as required.
• Providing guidance and training in all admin areas to other departments and employees as required
• Arranging meetings and hearings by scheduling participant’s attendance, preparing and distributing agenda, arranging meeting rooms, equipment and catering, and taking and distributing minutes
• Receiving visitors, telephone calls, e-mails and faxes; recording, relaying and responding to messages, researching, obtaining and providing information; assessing appropriate level of urgency and response required
• Liaising with Employee Relations to ensure Catering crew certification remains current;
• Liaising with Crewing to co-ordinate familiarization, recertification, employee appointments, clearance and scheduling of additional personnel resources for vessels
• Liaising with Crewing and appropriate manager to audit and verify overtime on timesheets
• Maintaining Onboard Contact’s and Crew Profiles on Intranet using Marqui; updating and distributing Crew Profile data as required
• Processing and filing PSM and RPSC expenses and letters; and assisting ER with calling in applicants and setting up interviews as required
• Assisting with development of labour and expense budgets on a yearly basis and forecasts on a quarterly basis
• Investigating discrepancies in financial reports and processing correction requests
• Preparing and distributing various reports
• Comparing budget / forecast to actuals and investigates variance on a monthly basis

What you bring to the team

You bring a wide breadth of experience as an administrative professional with a certificate or diploma in Business or Office Administration. You have a minimum of five years’ progressive experience as an Administrative Assistant, and intermediate level of expertise in MS Office suite of applications. You are a highly organized self-starter with excellent judgement, integrity and a passionate commitment to customer service.

Join us!

If this sounds like your next great career move, please apply online by June 5, 2024.

"We connect communities and customers to people and places important in their lives”

At BC Ferries, our employees are our most important assets in delivering our commitment to customer safety, service and satisfaction. We support employment equity and diversity in the workplace and we encourage applications from all qualified individuals including women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who reflect our ever-changing workplace.

We appreciate the interest of all applicants; however only those selected for an interview will be contacted.