Administrative Assistant

Job Description

Benefits

• Competitive compensation;
• Group insurance;
• Pension plan;
• Opportunities for professional training and development;
• Collaborative and stimulating work environment;
• Hybrid remote work possible depending on location;
• Cell phone and computer provided;
• Flexible schedule.

Responsibilities

Under management supervision, the administrative assistant provides essential support for administrative activities, human resources, health and safety, and company operations. She serves as a point of contact for employees regarding onboarding, access to various platforms, and day-to-day administrative support.

She assists with employee file management, recruitment coordination, and the maintenance of training and qualification records in collaboration with the OHS Director, as well as the company’s document management. She also helps monitor client OHS requirements in collaboration with the OHS Director.

The Administrative Assistant plays a key role in the organization and efficiency of SoluWin’s administrative processes. Her work directly contributes to the smooth running of operations and the maintenance of the company’s quality, compliance, and safety standards.

More specifically, you will be responsible for:

• Ensure data entry into the company’s various systems and platforms;
• Create, update, and maintain employee files;
• Prepare hiring documents and follow up on required paperwork;
• Participate in the onboarding and integration of new employees;
• Track requests for time off, absences, and other administrative records;
• Provide support to employees regarding access to the company’s various platforms;
• Create and manage user accounts and IT access;
• Assist employees with the use of administrative applications and tools;
• File, scan, and archive documents;
• Ensure document control and keep procedures, forms, and records up to date;
• Prepare the administrative files required for projects, clients, and audits;
• Participate in the management of access, licenses, and digital tools used by employees;
• Help update prevention programs and compliance records;
• Prepare various administrative reports and tracking spreadsheets;
• Collaborate with managers to ensure the smooth running of administrative and operational activities;
• Perform any other related tasks that contribute to the smooth operation of the company’s administrative, HR, and OHS activities.

Requirements

• DEP or DEC in administration, office automation, or related training programs;
• Relevant experience in a similar position;
• Excellent proficiency with Microsoft Office (Excel, Word, Outlook)
• Proficiency with web platforms and management software
• Excellent command of spoken and written French; functional English is a significant asset
• Strong organizational skills and ability to manage priorities
• Ability to work independently and as part of a team
• Discretion and professionalism in handling confidential information
• Experience in human resources, occupational health and safety, or administrative support (a plus)
• Ability to meet deadlines.

Or send your resume at [email protected]