Location
Vancouver, BC | Canada
Job description
Req ID: 448085
Leading societies to a low carbon future, Alstom develops and markets mobility solutions that provide the sustainable foundations for the future of transportation. Our product portfolio ranges from high-speed trains, metros, monorail, and trams to integrated systems, customised services, infrastructure, signalling and digital mobility solutions. Joining us means joining a caring, responsible, and innovative company where more than 70,000 people lead the way to greener and smarter mobility, worldwide
Purpose of the job:
Under broad supervision of the Site Manager, performs managerial work to assist in the administration and coordination of all activities;
This includes supporting the management team and executes administrative tasks with competent, dynamic and friendly skills. A wide-ranging and responsible role requiring strong administrative‚ IT‚ organizational and communication skills and a proactive 'can-do’ attitude.
Accountabilities & Authorities
- Act as the point of contact between the Management and staff
- Undertake the tasks of receiving calls, take messages and routing correspondence
- Handle requests and queries appropriately
- Maintain professional and personal agenda, arrange meetings and appointments and provide reminders
- Support the preparation of the Monthly reports, presentations and briefs
- Maitain Operations KPIs up to date
- Develop and carry out an efficient documentation and filing system
- Travel management ; support travels requests, visa requests & expenses reports
- Invoice management; Suppliers creation, purchase Orders creation and follow-up with suppliers and accounting department with managing expenses
- Supporting logistics organization for site activities & seminars
- Maintaining records related to grievances, performance reviews, and disciplinary actions
- Maintaining computer system by updating and entering data/Creating and distributing documents
- Serving as a point of contact with benefit vendors/administrators
- Manages IT assets on site (request, IT tickets, returns)
- Take charge of all Purchase Request, Purchase Orders including managing external vendor queries
- Support HR management on site (tickets, newcomers onboarding..)
- Support cost collection & chargebacks
- Manages material configuration, modifications management
- Support workorders management (creation, clean-up,configuration,…)
- Material Handling duties as required
Performance measurements:
- Service delivery accuracy, robustness, timeliness
- Efficiency of logistics management
- Reactiveness
- Agility
Educational Requirements
- Desirable: Bachelor’s preferred, but Associate degree in HR approved field acceptable
Experience
- 3+ years’ related to an administrative assistant ideally to an operation or project team
- Proficiency in MS Office with expertise in Word, PowerPoint and Excel
- Confirmed experience in verbal and written business correspondence
- Full comprehension of office management systems and procedures
- Desirable:
- Knowledge of SAP success factors, having worked in a matrix environment/structure.
- Knowledge of Maximo
- Knowledge of Finance and/or HR is a plus
Competencies & Skills
- Excellent problem solving, critical thinking and communication skills
- Proactive and efficient responses to pressing issues and challenges
- Exemplary planning and time management skills
- Ability to multitask and prioritize daily workload
- Excellent organization & planning capabilities
- Discretion and Confidentiality
- Knowledge of communication tools
- Strong interpersonal skills
Alstom is the leading company in the mobility sector, solving the most interesting challenges for tomorrow’s mobility. That’s why we value inquisitive and innovative people who are passionate about working together to reinvent mobility, making it smarter and more sustainable. Day after day, we are building an agile, inclusive and responsible culture, where a diverse group of people are offered opportunities to learn, grow and advance in their careers, with options across functions and geographic locations. Are you ready to join a truly international community of great people on a challenging journey with a tangible impact and purpose?
Equal opportunity statement:
Alstom is an equal opportunity employer committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected. All qualified applicants are considered for employment without regard to race, colour, religion, gender, sexual orientation, gender identity, age, national origin, disability status, or any other characteristic protected by local law.
Job tags
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