Site Administrative Assistant

Job summary

The Site Administrative Assistant provides comprehensive administrative and coordination support to the Operations team, including managing schedules, travel, and site access. They are responsible for maintaining accurate records, coordinating meetings, and ensuring efficient communication across various departments in an industrial setting.

Job details

The Site Administrative Assistant is an integral member of Woodfibre LNG’s dynamic Operations team. The role provides comprehensive administrative and coordination support to help the Operations Manager and team work safely, efficiently, and effectively at the Woodfibre LNG site. The successful candidate will act as a central administrative point of coordination for team schedules and rosters, meetings and action tracking, travel and transportation, site access, onboarding, training coordination, correspondence, and administrative records. The role requires strong judgement, accuracy, discretion, and responsiveness in a fast-paced industrial setting where plans and priorities may change quickly. The successful candidate reports directly to the Operations Manager. This is a site-based position working a 7-days-on/7-days-off rotation, with 12-hour shifts. Key Responsibilities The successful applicant will: Provide day-to-day administrative and coordination support to the site-based Operations, Maintenance and Engineering team members. Maintain Operations team schedules, duty coverage information, contact lists, organizational information, and rotational rosters, ensuring updates are accurate and communicated promptly. Support shift and rotation changes by coordinating approved schedule updates, identifying administrative impacts, and communicating revised arrangements to affected stakeholders. Coordinate meetings, including scheduling, invitations, rooms or virtual meeting arrangements, agendas, materials, attendance records, and logistical requirements. Record meeting minutes, decisions, and assigned actions; Book approved employee travel and coordinate ground and marine transportation in accordance with Company procedures and manager authorixation. Maintain accurate arrival, departure, and transportation schedules and communicate relevant updates to employees, site contacts, transportation providers, and other stakeholders. Respond to itinerary changes, cancellations, delays, and other travel disruptions, escalating operational or cost impacts to the appropriate manager. Maintain supporting travel records and assist with the reconciliation of approved travel expenses, invoices, or related documentation in coordination with Finance and budget owners. Coordinate visitor access requests, site visits, orientations, inductions, transportation and host information with Security, HSS, site contacts, and other accountable teams. Coordinate new-hire onboarding schedules and coordinate site mobilization activities with, Human Resources, IT, Security, HSS, Facilities, and other stakeholders. Coordinate badge, system-access, workspace, equipment, and other onboarding requests, while ensuring approvals and access decisions remain with the accountable functions. Maintain organized shared drives, folders, administrative files, team records, and distribution lists in accordance with Company filing, privacy, retention, and access requirements. Prepare, proofread, and format correspondence, meeting materials, notices, schedules, reports, presentations, and other administrative documents. Retrieve and organize administrative records to support audits, assurance activities, internal reviews, and management requests. Receive and route general site and Operations enquiries, maintaining professional, timely, and service-oriented communication. Maintain effective handover notes at the end of each rotation so open actions, schedule changes, visitors, travel issues, and priority items remain visible and are progressed without interruption. Handle employee, travel, access, and operational information with appropriate confidentiality and discretion. Follow all Company HSSE requirements and site work practices and promptly report hazards, incidents, or concerns. Identify opportunities to improve administrative processes, standardization, information accuracy, coordination, and service delivery. Perform other duties within the scope of the role, as assigned. Required Experience and Qualifications: At least five years of progressively responsible site administration, operations administration, project administration, or comparable coordination experience. Diploma or certificate in business administration, office administration, or a related discipline is preferred; an equivalent combination of education and experience will be considered. Experience supporting an industrial, construction, energy, natural resources, manufacturing, utilities, remote-site, or other operational environment is preferred. Demonstrated experience coordinating complex travel, workforce rosters, schedules, meetings, and changing logistical requirements. Advanced proficiency with Microsoft 365 applications, particularly Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive. Experience using travel-booking, roster, scheduling, expense, document-management, learning-management, or site-access systems. Strong minute-taking, document formatting, proofreading, records organization, and action-tracking skills. Experience supporting onboarding, training coordination, visitor access, and cross-functional administrative processes. Ability to maintain accurate records and work effectively with confidential employee and business information. Skills and Competencies: Highly organized and detail-oriented, with the ability to coordinate multiple deadlines, schedules, and stakeholders without losing accuracy. Strong judgement and initiative, including the ability to identify urgent operational matters, resolve routine issues independently, and escalate appropriately. Clear and professional written and verbal communication skills, with the ability to work effectively with frontline employees, managers, contractors, service providers, and visitors. Calm, adaptable, and service-oriented when responding to last-minute travel changes, schedule disruptions, competing priorities, or time-sensitive requests. Demonstrated discretion, professionalism, and respect for confidentiality. Collaborative approach and ability to build effective working relationships across Operations, Human Resources, HSS, IT, Security, Facilities, Finance, and external providers. Commitment to safe work, accountability, reliable follow-through, continuous improvement, and effective rotational handovers. Additional Requirements: This is a site-based position working a 7-days-on/7-days-off rotation with 12-hour shifts. Ability and willingness to travel to and from the Woodfibre LNG site by marine vessel and comply with applicable transportation and site-access requirements. Ability to work in an active industrial and construction environment and comply with all site orientation, personal protective equipment, security, and HSSE requirements. Flexibility to provide occasional support outside scheduled hours when required to address urgent travel, access, or operational coordination needs. A valid driver’s license. Must be legally entitled to work in Canada. Salary range: CAD 60,000 - 68,000 /yr

What you’ll do

The Site Administrative Assistant provides comprehensive administrative and coordination support to the Operations team, including managing schedules, travel, and site access. They are responsible for maintaining accurate records, coordinating meetings, and ensuring efficient communication across various departments in an industrial setting.

Requirements

Candidates must have at least five years of progressively responsible site or operations administration experience. Proficiency in Microsoft 365 and experience in industrial or energy sectors are required, along with the ability to work a 7-days-on/7-days-off rotation.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Operations Coordination · Preferred
• Administrative Support · Preferred
• Microsoft 365 · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Logistics · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Operations coordination
• Schedule management
• Travel coordination
• Meeting minutes
• Document formatting
• Microsoft 365
• Data entry
• Records management
• Onboarding coordination
• Communication
• Logistics
• Confidentiality
• Problem solving
• Time management
• Attention to detail
• Industrial Construction
• Training Coordination
• Document Management
• Office Administration
• New Hire Orientations
• Proofreading
• Professionalism
• Accountability
• IT Security
• Project Administration
• Follow Through
• Valid Driver's License
• Microsoft Teams
• Microsoft Access
• Microsoft Excel
• Auditing
• Reconciliation
• Construction
• Business Administration
• Management
• Customer Service
• Continuous Improvement Process
• Document Formatting
• Finance
• Invoicing
• Taking Meeting Minutes
• Microsoft Outlook
• Employee Onboarding
• Operating Expense
• Operations Management
• Operations
• Personal Protective Equipment
• Microsoft PowerPoint
• Presentations

Job areas

• Administrative
• Energy
• Construction
• Logistics
• Security & Safety
• Site Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive