Administrative Specialist - Temporary

Remarkable people, trusted by clients to design and advance the world.

Wood Operations is currently seeking an Administrative Specialist, to support ongoing projects in our St. John’s office in a temporary role.

Our Clients and Projects

Designing the future. Transforming the world.

Wood’s Operations business delivers solutions to an ever-broadening range of clients across the energy and materials industries globally. We deliver operations, maintenance, modifications, brownfield engineering, asset optimization and management, supporting our clients through the asset lifecycle. We are focused on developing strategic relationships with our clients, providing solutions that deliver efficiency, integrity and reliability.

What we can offer

• Meaningful and interesting projects delivered to leaders of industry across renewables and emerging energy sectors
• Flexible working arrangements that balance client, team, and individual needs
• Commitment to Diversity and Inclusion across our business with employee networks committed to giving all employees a voice
• Competitive salary with regular salary reviews to ensure we are rewarding at the right level in line with the market
• Flexible benefits package that can be adapted to suit your lifestyle
• Commitment to continued professional development through development plans tailored to individual needs and interests
• Global connections with leading industry experts around the world who are shaping the standards of our profession

In our recruitment and hiring process at Wood Canada Ltd., we want to emphasize that we do not employ artificial intelligence or automated systems to screen or select candidates. We are committed to ensuring fairness and inclusivity by relying on the expertise from a team of professional recruiters for the application reviews, interviews, and qualification assessments.

Responsibilities

• Provide support to other team members in the preparation, data entry, editing and proofreading correspondence, invoices, presentations, brochures, publications, reports and related material
• Route calls and handle phone messages 
• Ensure all visitors are greeted in a friendly professional manner, provide visitors pass and administer visitor safety orientation
• Answer general inquiries on company or direct to appropriate department
• Coordinate mail flow in and out of office
• Distribute faxes via email
• Complete new hire communication, including employee photos and welcome details throughout  internal communication distribution list
• Maintain the stationary storage room ensuring appropriate stock is available
• Maintain vacation register
• Facilitate building access cards
• Ensure reception area is clean and tidy at all times
• Coordinate the various corporate contracts (i.e. copiers, janitorial, maintenance, recycling, mail couriers, water supplier, coffee supplier, furniture repair, postage machine maintenance, vending machines, office supplies, building facilities management)
• Set up employees workstations (i.e. monitors, docking station, camera, etc.)

Qualifications

• A High School Graduate with a minimum of 2 years post-secondary program in secretarial science or office administration. Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities has been achieved will also be considered
• 5+ years' experience in general office operations and procedures (preferable, front desk reception)
• Excellent interpersonal and communication skills 
• Strong user of Microsoft Office applications
• Able to quickly learn in-house applications and systems
• Ability to work under pressure in an environment which expects the highest levels of customer service, confidentiality and ethical behaviours
• Prioritize work flow in a fast paced work environment
• Provide direct support to project managers
• Initiative and able to operate independently with limited supervision
• Excellent time management and organizational abilities
• Able to multitask in a fast paced environment 
• Must be eligible to work in Canada without sponsorship

Wood is a global leader in consulting, engineering and operations for the energy and materials sectors. With 33,000 people in around 50 countries, Wood supports clients across the full asset lifecycle, delivering safe, predictable outcomes while enabling resilient operations and a lower carbon future. Wood forms the Energy & Materials pillar of Sidara - a global partnership uniting leading multidisciplinary engineering, design, and project management companies. www.woodgroup.com

Diversity Statement 

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.