Facility Administrative Assistant - Canada - Jobs in Courtice

Job Description

Who we areFor more than 40 years, Covanta has been at the forefront of sustainable materials management, providing companies and communities world-class waste and resource solutions.Through our diverse and scalable full-service capabilities, we #39;re leading the charge to a carbon-negative future-reducing, reusing, recycling and reimagining waste for the benefit of both people and planet.Our differentiator comes from our vast ecosystem of technology, facilities, and partnerships, trusted by the world #39;s largest organizations to solve their most pressing environmental challenges, and achieve their most ambitious environmental, social, and governance (ESG) goals.All that we #39;re missing is you. Join us today!Our valuesDiversity, inclusivity, engagement-these are the values that help us foster a strong sense of community within Covanta. By embracing the unique talents, perspectives, and experiences of our employees, we cultivate an environment that embraces teamwork, encourages open dialogue, and provides opportunities for growth.About the roleWe seek a dedicated individual who will be responsible for providing administrative support to the facility. Essential job functions include but are not limited to:

• Support management staff as needed including organizing, auditing, filing, laminating, copying, and typing as needed

• Field employee questions and concerns and help troubleshoot problems; serve as a liaison between site employees and various corporate departments
• Assist employees with travel arrangements and expense reports
• Coordinate and communicate meetings and events such as tours, training, meetings, luncheons, and company parties; this requires the Administrative Assistant to adjust their schedule, at times, so they may be present to support these meetings and events
• Office reception including incoming phone calls and visitors
• Manage incoming and outgoing mail

• Maintain facility documents and offsite storage in accordance with the document retention policy
• Maintain office supplies including ordering, inventory, and organizing
• Basic accounting/purchasing duties (AR, data entry)
• Support the Facility Safety Coordinator to manage safety documents and databases, provide updates on the status of safety programs, administer the Medical Surveillance program and track safety training
• Support business functions including the scale system, contracts, municipal customer databases, special waste billing, reports and other business support

• Maintains all technical information including work instructions, technical manuals, engineering data sheets and quote forms. (i.e.: labor contractor hours and orientations - monthly etc.)
• Responsible for gathering data and submitting monthly report for the Facility.
• HR administrative tasks, as needed.
• Organizes and maintains file system, and files correspondence and other records, (Facility Manager and Facility Safety Coordinator).
• Coordinates Manager #39;s schedule and makes appointments.

• Makes copies of correspondence or other printed material.
• Prepares outgoing mail and correspondences, including e-mail and faxes.
• Ensures technical information is current in content and format.
• Transfers information into established templates and assists with document creation as necessary.
• Assemble service and technical manuals.

• Scan and file project related documents.
• Maintains the electronic bulletin board for the Facility.

Requirements: To be considered for this position, the individual must have at least two years #39; experience in administrative support along with a High School/ GED diploma, Associates degree preferred. The position requires excellent communication and interpersonal skills. Candidate must be a self-starter with an eagerness to learn, strong attention to detail and be team oriented. Our DEI commitmentCovanta is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Level, Title and/or Salary may be adjusted based on the applicant #39;s experience or skills.