Administrative & Logistics Assistant

Position Summary

The Administration and Logistics Assistant supports smooth day to day operations by delivering office administration, finance support, and employee coordination across the organization. In addition to administrative responsibilities, this role provides essential project logistics support, including travel coordination, shipments, equipment tracking, and project documentation, to help ensure efficient execution of field and office projects. The position requires strong organization, clear communication, and the ability to manage multiple tasks while representing the company with warm professionalism.

Key Accountabilities

Office Administration and Support

• Handle incoming and outgoing communications, including emails, phone calls, and mail, and serve as a point of contact for internal and external inquiries.
• Provide general administrative assistance to various departments, including filing, document management, updating contact lists and directories, etc.
• Manage office space and seating arrangements.
• Monitor and maintain office supplies inventory, ensuring timely reordering.
• Organize and tidy common areas.
• Coordinate annual maintenance and compliance checks on office equipment and amenities.
•  Proactively identify opportunities for improving administrative processes and implement changes.
• Assist in the creation and distribution of company newsletters and interoffice documentation.
• Translating (if appropriate) documentation and ensuring proper distribution.
• Provide support to Finance: vendor set-ups, data entry into Deltek, accounting coding, and monitoring the A/P mailbox.
• Assist in organizing company events, meetings, and conferences.
• Coordinate logistics, including venue selection, catering, and corporate travel arrangements.
• Prepare event materials and manage on-site event execution
• Help create presentations and update SOPs.

Project/Logistics Support

• Coordinate procurement of field supplies, PPE, sampling gear, and equipment.

• Obtain quotes, prepare purchase requests, and liaise with vendors on timelines and pricing.

• Coordinate logistics for projects, including shipments, equipment rentals, etc.

• Support coordination of field rotations, availability tracking, and schedules (Toms Planner).

• Assist with project travel arrangements and booking accommodation for employees travelling for projects and events.

• Process invoices and expense reports.

• Reconcile receipts, freight bills, and equipment returns.

• Contribute to asset management.

• Maintain inventory for safety gear.

• Other duties as required.

Human Resources and Employee Support

• Support recruitment adminsitration activities
• Help employee onboarding andoff-boarding tasks
• Assist in the coordination of employee engagment activies and evens as part of the Culture Committe
• Assist in distributing company policies and employee handbooks

Position Requirements

Education: Minimum 2-year diploma or associate degree in Business, Administration or related field is an asset

Experience: Minimum 2-4 years of experience in an administrative role.

• Experience in project coordination or office management is a plus
• 2 years experience handling documentation, scheduling, resource allocation, and reporting

Knowledge, Skills and Abilities:

• Proactive attitude with strong problem-solving skills and adaptability.
• Strong written, verbal, and inter-personal communication skills.
• Excellent time and calendar management and organization skills.
• Strong attention to detail and accuracy.