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Administrative Assistant, Front Desk

July 7 2020
Industries Recruitment, Employment services
Categories Administrative, Clerical, Administrative assistant, Receptionist
Medicine Hat, AB
  • Excellent opportunity for an administrative assistant to join a leading organization.
  • Work within a collaborative and driven team environment.
  • Take advantage of this opportunity to earn a competitive salary plus a wide range of benefits.

ABOUT THE ORGANIZATION

Methanex is the world's largest supplier of methanol to major international markets in North America, Asia-Pacific, Europe and Latin America. Methanol can be found in products from windshield washer fluid to recyclable plastic bottles, plywood floors to paint, silicone sealants to synthetic fibers. The energy sector is one of the most rapidly growing markets for the use of Methanol and greatly relies on the expertise and commitment of Methanex as their trusted supplier.

With the care of the environment as the root of their business, Methanex is a Responsible Care® company committed to the safe, ethical and environmentally sound management of the chemicals it makes and uses. Responsible Care® is an ethic established by the Chemical Industry Association of Canada (CIAC). The Responsible Care® ethic is an integral part of Methanex's global commitment to ensuring the well-being of all stakeholders, wherever Methanex does business.

ABOUT THE OPPORTUNITY

Methanex is currently seeking a qualified Administrative Assistant, Front Desk to join our team in Medicine Hat, Alberta.

As our new temporary Administrative Assistant, Front Desk you'll work to provide support and back-up to our other Administrative Assistant, Front Desk by creating an efficient, professional, and friendly reception service for the Methanext Medicine Hat internal and external customers and stakeholders by administrating and coordinating the security access process and system. 

Please note that this role will not be eligible for a 9/80 schedule. Work hours will be agreed with the successful candidate and may include 12 hour shifts such as 9am to 9pm. 

Your responsibilities in this role will include:

  • Acting as the first point of contact for Methanex's internal and external stakeholders with an open, welcoming, and professional approach. 
  • Providing a high-quality reception service by way of the reception desk, telephone, and fax services as well as receiving, directing, and relating telephone, fax, and radio messages as required. 
  • Coordinating and monitoring the reception area at all times to ensure a tidy and positive first impression for the company. 
  • Promoting a professional and friendly atmosphere at the front reception area and on the telephone. 
  • Ensuring internal and external customers and stakeholder concerns and service/access requests are dealt with in a professional, timely, and courteous manner. 
  • Ensuring the telephone and fax systems are always available and liaising with service providers to ensure prompt servicing response. 
  • Building strong relationships with other administrative assistants in order to enable mutual support when required. 
  • Ensuring that administrative assistants scheduled for back-fill are trained in the main functions of the receptionist, access, and security processes. 
  • Administering and monitoring the site access control system, including the issuance of security access cards in accordance with the defined processes. 
  • Optimizing security and access request processes and systems for ease of use, administration, and tracking of records while also ensuring that the required forms are completed and submitted on time. 
  • Implementing and monitoring the contingency access card process and providing training to the appropriate users on the process and documentation requirements. 
  • Providing reporting of exposure hours as well as time and attendance for various reports and purposes. 
  • Monitoring site security cameras and reporting any issues or concerns. 
  • Reporting any access or security-related hazards, incidents, or near-misses. 
  • During turnarounds and planned prolonged outages working extended days and hours as scheduled in order to support contractor and other access and security needs. 
  • Reviewing and monitoring the accuracy of the site muster reports on a daily to weekly basis while also interacting with other site muster coordinators to confirm the accuracy of the reports in their areas. 
  • During an emergency, acting as a muster area coordinator and printing the muster report before reporting it via radio to other muster headcount coordinators and establishing whether all workers have been accounted for or not. 
  • Providing training to muster area coordinators and their delegates/back-ups on how to print the muster reports.
  • Monitoring the ERT radio and following instructions as well as relaying messages as required by the Incident Commander. 
  • Administering the site access and orientation database and documentation as well as coordinating the scheduling or orientations with Responsible Care advisors. 
  • Monitoring and managing the CBT orientation e-mail account. 
  • Ensuring site PPE and other minimum requirements, such as clean-shaven or no open toe shoes, are communicated to all visitors prior to entering the site. 
  • Contributing to the organizational vision of Global Methanol Leadership and "one-team". As a team member, demonstrating the core values of integrity, trust, respect, and professionalism.
  • Undertaking all aspects of the role through living the Methanex values. 
  • Conducting all business in a manner which supports the Responsible Care® ethic.
  • Ensuring awareness of all controlled documents relating to this position. 

In order to qualify for this role, you will need 3-5 years of administrative experience along with a post-secondary diploma in office administration, communications or a similar program. An equivalent combination of education, training, and experience may also be considered. You will also have highly proficient software skills in the use of various computer software including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Publisher) and Adobe Photoshop. Previous security reception experience is an asset. 

As our ideal candidate for this role, you'll join us with excellent communication skills in both written and verbal form. Your strong interpersonal, collaboration, and organizational skills will combine with your customer-focused mentality to ensure that you continuously meet the needs of internal and external customers. You will also need to have exceptional critical thinking, decision making, and troubleshooting skills, as well as a results-driven approach to your work which is demonstrated by the ability to consistently exceed identified goals and achieve results. You'll also be highly self-motivated with the proven ability to work independently with limited supervision and direction. 

This role is well suited to someone who has a sound judgement along with the ability to generate effective options and recommendations based on a mixture of analysis, wisdom, and experience. Of course, you will also join Methanex with a flexible mindset and the ability to manage ambiguity while prioritizing many competing tasks simultaneously.

Above all, you'll be an enthusiastic individual that has a passion for the work that they do, strong self-awareness, a personal commitment to ongoing self-development, and a demonstrated learning agility. 

ABOUT THE BENEFITS

Building on our core values of integrity, trust, respect and professionalism, our corporate culture encourages communication and teamwork and rewards employees for creativity and innovation. We are also very active in supporting educational and training/development initiatives. We sponsor scholarships and co-op programs at local colleges and universities as well as hands-on training programs at our manufacturing facilities.

In exchange for your hard work and dedication, you can expect to receive an industry competitive salary and benefits.

Join this thriving and team focused market leader today and expand your experience with a new challenge - Apply Now! 

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