226 Jobs Found
Intl Data Entry Clerk Full-time Job
Administrative Jobs RichmondJob Details
The Data Entry Clerk is responsible for all data-entry administrative tasks in the international operations centre. This will include data entry for shipments and daily dispatch, updating both internal and external customer information regarding delivery and pickup data and inventory processing in the warehouse.
The Data Entry Clerk also assists in resolving basic and intermediate level service issues and in package and shipment research. Because of the nature of the work, the Data Entry Clerk will also be working inside a warehouse environment and works with packages that are located on the conveyor belts and inside UPS equipment like package cars, trailer and aircraft unit load devices. This position performs various other tasks as assigned by the International Operations Management Team.
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Job Type: Permanent Position
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Work Shift: Night Shift - Monday to Friday (9:00PM - 2:00AM)*
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Location: 5960 Ferguson Road, Richmond BC - near YVR
*Shift hours will vary according to operational requirements. The location of the UPS centre may not be regularly accessible by public transit during the available shift. A secure form of transportation may be needed. Please check transit availability prior to committing with the shift.
Key Accountabilities:
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Dealing with all data entry activities
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Handling customer issues in a professional manner.
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Dealing with internal and external customer concerns and queries
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Assists in running reports for the department
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Meet set targets on a daily basis
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Responsible for any additional tasks as assigned
Requirements:
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Able to commit working Monday to Friday (five nights per week)
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Have an effective oral/written communication, problem solving, basic research, and time management skills
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Able to work in a warehouse environment with time limited work assignments
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Works well in a team
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Proficiency in spreadsheet applications (like Microsoft Excel)
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Accurate and rapid data entry skills
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Able to lift up to 70-lbs on an occasional basis
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Some experience in a similar work environment would be an advantage, but not necessary
What we offer:
UPS offers a competitive compensation package which includes benefit options including health and dental coverage, group insurance plan, paid vacation, employee stock purchase plan and an unlimited opportunity to grow within the company.
Our employee benefits include the following:
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Training and Development: UPS provides full training for all positions to ensure safety and compliance to policies and regulations;
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Weekly Compensation: Employees are paid on a weekly basis, every Friday;
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Generous Benefits Package: All UPS employees have extended health, dental, and vision benefits;
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Promotion From Within: UPS is a globally known brand and has expanded in many countries and so UPS offers lots of room for advancement in many areas of the business;
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Employee Discounts: All UPS employees have the chance to take advantage in employee discounts when purchasing UPS merchandise and other brands;
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The above statements are intended to describe the general nature of the work required for the position and are not intended to be an exhaustive list of all duties and responsibilities.
All candidates must successfully complete a series of interviews in order to qualify. Background and reference checks will also be required.
UPS is committed to Diversity in Employment. We welcome all applicants; however, only qualified candidates will be notified for interviews and tests. Please advise our Talent Acquisitions Representatives if a workplace accommodation is needed. Thank you for your interest in UPS Canada.
UPS Canada is a Federally Regulated Workplace
Intl Data Entry Clerk
UPS
RichmondAdministrative Jobs Full-time
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Administration Coordinator Full-time Job
Coca-Cola Canada Bottling Limited
Administrative Jobs RichmondJob Details
The Administration Coordinator provides administrative support to the General Manager with support focused on sales team and office management. This includes organizing meetings, sales reporting and organizing and distributing mail. This role is responsible to check messages from phone line and respond to inquiries from employees, visitors, vendors and the general public. The Administration Coordinator also assists with the general financial and operating analytics and activities of the organization. They provide support including: preparation of sales and financial reports on a daily/weekly basis, Accounts Payables and Receivables through use of SAP, data entry and PowerPoint presentation creation.
Responsibilities
- Process complex administrative project assignments
- Maintain various departmental database systems and lists
- Maintain strict confidentiality on highly sensitive matters
- Create and enter data into spreadsheets
- Create and handle presentations, complex reports, confidential correspondence and files
- Interface with customer and maintain internal and external relationships
- Coordinate meetings and travel arrangements, and maintain department calendar
- Manage expense reports
- Administer programs, projects and or processes specific to the operating unit served
- Scribe as required to document meeting minutes and action items
- Create accounts, submit pricing and ordering
- Price adjustments through Price Deviation Request (PDR) tool
- Creation of various spreadsheets/tracking reports
- Miscellaneous admin requests as required
- Track customer marketing spend
Qualifications
- 2 - 3 years demonstrated experience in an office admin/executive assistant role;
- Demonstrated experience in coordinating projects;
- Knowledge of Microsoft Office (MS Word, Excel and PowerPoint) applications;
- Excellent phone etiquette and customer service;
- Bilingual (French/English) required
- SAP knowledge consider an asset.
Administration Coordinator
Coca-Cola Canada Bottling Limited
RichmondAdministrative Jobs Full-time
52,200 - 55,000
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Warehouse shipping clerk | LMIA Approved Full-time Job
Administrative Jobs RichmondJob Details
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates don’t need experience although having experience is an asset
Location: 3239 No 6 Rd, Richmond, BC V6V 1P6, Canada
Shifts: Day, Evening, Weekend
Physical Requirements:
- The candidates should be able to work in a fast-paced environment
- The candidates should be able to work under pressure
- The candidates should demonstrate attention to detail
- The candidates should be capable of performing repetitive tasks
Candidate Status:
- Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position
- International Candidates who don’t have a valid Canadian work permit also can apply
Responsibilities:
- The candidates should be able to determine method of shipment
- The candidates should be able to prepare bills of lading, invoices, and other shipping documents
- The candidates should be able to assemble containers and crates
- The candidates should be able to inspect and verify incoming goods against invoices or other documents
- The candidates should be able to maintain internal record-keeping system
- The candidates should be able to oversee loading and unloading of goods
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details
By email
bbxmovingjobs@yahoo.com
Warehouse shipping clerk | LMIA Approved
BBX Moving
RichmondAdministrative Jobs Full-time
21
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Administrative assistant Full-time Job
MindRight Counselling & Consulting Inc
Administrative Jobs RichmondJob Details
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates don’t need standard educational qualification such as degree, certificate or diploma
Experience: Candidates don’t need experience although having experience is an asset
Security and safety: Bondable
Physical Requirements:
- The candidates should excel in a fast-paced work environment
Other Requirements:
- The candidates should possess the ability to multitask efficiently and be organized in managing multiple tasks
- The candidates should be team players, able to collaborate effectively with others
Candidate Status:
- Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
- Candidate must have legal authorization (Work Permit) to work in Canada
- If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position
Responsibilities:
- The candidates should be able to train other workers, record and prepare minutes of meetings, seminars, and conferences, and schedule and confirm appointments
- The candidates should be able to answer telephone and relay telephone calls and messages, answer electronic inquiries, and order office supplies and maintain inventory
- The candidates should be able to arrange travel, related itineraries, and make reservations, greet people and direct them to contacts or service areas, and type and proofread correspondence, forms, and other documents
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details
By email
jobspostedonline@gmail.com
Administrative assistant
MindRight Counselling & Consulting Inc
RichmondAdministrative Jobs Full-time
27.50
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Administration Coordinator Full-time Job
Coca-Cola Canada Bottling Limited
Administrative Jobs RichmondJob Details
The Administration Coordinator provides administrative support to the Distribution Center Manager with support focused on the operations team and office management.They provide support including: preparation of operational and financial reports on a daily/weekly basis, Accounts Payables and Receivables through use of SAP, data entry and PowerPoint presentation creation. The Administration Coordinator also assists with the general financial and operating analytics and activities of the organization.This includes organizing meetings, sales reporting and organizing and distributing mail. This role is responsible to check messages from phone line and respond to inquiries from employees, visitors, vendors and the general public. Experience supporting Senior Management and Leadership team would be beneficial
Responsibilities
- Track and manage the repair expenses of the distribution center and the warehouse
- Create suppliers’ profile and manage Purchase Orders in SAP
- Manage and follow up on invoice with suppliers
- Create administrative reports – suppliers and customers
- Manage and monitor the maintenance and repairs for the fleet department
- Responsible to process unionized employee’s payroll
- Welcome and coordinate the administrative steps of all new unionized employees
- Collaborate on the health and safety committee and in various projects updates
- Perform tasks related to administrative support for managers
Qualifications
- 2 - 3 years demonstrated experience in an office admin/executive assistant role;
- Demonstrated experience in coordinating projects;
- Knowledge of Microsoft Office (MS Word, Excel and PowerPoint) applications;
- Excellent phone etiquette and customer service;
- Bilingual (French/English) required
- SAP knowledge consider an asset.
Administration Coordinator
Coca-Cola Canada Bottling Limited
RichmondAdministrative Jobs Full-time
52,200 - 56,000
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Administrative assistant Full-time Job
Administrative Jobs RichmondJob Details
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
Experience: Candidates should have experience of 1 to less than 2 years
Location: 8181 Cambie Road Richmond, BC V6X 3X9
Candidate Status:
- Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
- Candidate must have legal authorization (Work Permit) to work in Canada
- If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position
Responsibilities:
- The candidates should be able to schedule and confirm appointments efficiently, ensuring proper coordination of schedules, and answer telephone calls promptly, relaying messages accurately to the appropriate individuals
- The candidates should be able to respond to electronic inquiries in a timely and professional manner, providing relevant information or directing queries to the appropriate personnel, and order office supplies as needed, maintaining an organized inventory to ensure adequate stock levels
- The candidates should be able to greet visitors courteously, direct them to the appropriate contacts or service areas, handle both regular and electronic incoming mail, sorting and distributing it appropriately to facilitate communication within the organization, and type and proofread correspondence, forms, and other documents accurately, maintaining a high standard of written communication
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details
By email
kecentrehr@outlook.com
Administrative assistant
Kueis Education Center Inc
RichmondAdministrative Jobs Full-time
25
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Administration Coordinator Full-time Job
Coca-Cola Canada Bottling Limited
Administrative Jobs RichmondJob Details
The Administration Coordinator provides administrative support to the Distribution Center Manager with support focused on the operations team and office management.They provide support including: preparation of operational and financial reports on a daily/weekly basis, Accounts Payables and Receivables through use of SAP, data entry and PowerPoint presentation creation. The Administration Coordinator also assists with the general financial and operating analytics and activities of the organization.This includes organizing meetings, sales reporting and organizing and distributing mail. This role is responsible to check messages from phone line and respond to inquiries from employees, visitors, vendors and the general public. Experience supporting Senior Management and Leadership team would be beneficial
Responsibilities
- Track and manage the repair expenses of the distribution center and the warehouse
- Create suppliers’ profile and manage Purchase Orders in SAP
- Manage and follow up on invoice with suppliers
- Create administrative reports – suppliers and customers
- Manage and monitor the maintenance and repairs for the fleet department
- Responsible to process unionized employee’s payroll
- Welcome and coordinate the administrative steps of all new unionized employees
- Collaborate on the health and safety committee and in various projects updates
- Perform tasks related to administrative support for managers
Qualifications
- 2 - 3 years demonstrated experience in an office admin/executive assistant role;
- Demonstrated experience in coordinating projects;
- Knowledge of Microsoft Office (MS Word, Excel and PowerPoint) applications;
- Excellent phone etiquette and customer service;
- Bilingual (French/English) required
- SAP knowledge consider an asset.
Administration Coordinator
Coca-Cola Canada Bottling Limited
RichmondAdministrative Jobs Full-time
52,200 - 56,000
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INTL DATA ENTRY OPERATOR Full-time Job
Administrative Jobs RichmondJob Details
This position scans packages, enters customs data, reviews and answers packaging questions, and performs other data antry and package duties as requested.
UPS is a diverse and equal opportunity employer. Accommodations are available, on request, for candidates with disabilities taking part in the recruitment process. If you are selected to participate in the recruitment process, please advise if you require accommodation for a disability.
INTL DATA ENTRY OPERATOR
UPS
RichmondAdministrative Jobs Full-time
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Administrative Assistant CIBC Wood Gundy Full-time Job
Administrative Jobs VancouverJob Details
What you'll be doing
CIBC’s Wood Gundy team is the full-service brokerage division of CIBC serving our high net worth clientele. As an Administrative Assistant you will be responsible for providing administrative support to the Investment Advisor team in our Wood Gundy brokerage. You’ll work closely with the team of Advisors as they plan and manage client investments. You’ll play a key part in supporting and servicing high net worth client accounts. You’ll provide ongoing support to a team that goes above and beyond for their clients. This position is a great opportunity to learn the investment business in a professional, dynamic work environment with one of Canada's leading Brokerage.
At CIBC we enable the work environment most optimal for you to thrive in your role. To successfully perform the work, you’ll be on-site full-time Monday through Friday.
The salary range for this role is $47,420.00 - 59,740.00 CAD Annually.
How you'll succeed
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Administrative Support - Maintain compliance standards in client dealings/client files. Conduct administrative activities and engage in administrative processes associated with supporting the IA(s) and teams. Engage in all marketing and business development activities and assist in the development of investment plans and written proposals for prospects and clients. As determined by the IA, assist in processes to direct assets into suitable financial products based on the client’s risk reward tolerances and demographic profile.
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Client Engagement - Connect on a personal level to make every interaction meaningful. Enhance relationships by collaborating with your team and providing administrative support to ensure client needs are met. Respond to requests by answering questions and providing an exceptional experience.
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Relationship Building - Heighten CIBC brand awareness in your community by attending local events and participating in marketing and outreach activities. Grow your network to create lasting connections that will generate future opportunities. Work closely with your team to connect clients with the right opportunities.
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Organizational Skills - Support Investment Advisors by providing timely responses to client requests and maintaining compliance standards in all files. Enable team success by improving team productivity, proactively uncovering business opportunities, and helping to direct assets into the right financial products.
Who you are
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You have a diploma in Business Administration, Accounting, Finance or a similar field of study.
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You have a minimum of one year of Administrative experience, preferably in finance.
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You have completed the Canadian Securities Course (CSC), Conduct & Practice Handbook (CPH), or are open to obtaining within 6 months of hire
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You put our clients first. You engage with purpose to find the right solutions. You go the extra mile, because it’s the right thing to do.
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You engage with your heart and mind. You care about people and understand different perspectives. You listen and learn from the experiences of others.
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You understand that success is in the details. Your critical thinking skills help to inform your decision making.
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You’re passionate about people. You find meaning in relationships, and surround yourself with a diverse network of partner. You build trust through respect and authenticity.
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Values matter to you. You bring your real self to work and you live our values - trust, teamwork, and accountability.
What CIBC Offers
At CIBC, your goals are a priority. We start with your strengths and ambitions as an employee and strive to create opportunities to tap into your potential. We aspire to give you a career, rather than just a paycheck.
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We work to recognize you in meaningful, personalized ways including a competitive salary, incentive pay, banking benefits, a benefits program*, defined benefit pension plan*, an employee share purchase plan, a vacation offering, wellbeing support, and MomentMakers, our social, points-based recognition program.
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Our spaces and technological toolkit will make it simple to bring together great minds to create innovative solutions that make a difference for our clients.
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We cultivate a culture where you can express your ambition through initiatives like Purpose Day; a paid day off dedicated for you to use to invest in your growth and development.
*Subject to plan and program terms and conditions
What you need to know
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CIBC is committed to creating an inclusive environment where all team members and clients feel like they belong. We seek applicants with a wide range of abilities and we provide an accessible candidate experience. If you need accommodation, please contact Mailbox.careers-carrieres@cibc.com
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You need to be legally eligible to work at the location(s) specified above and, where applicable, must have a valid work or study permit.
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We may ask you to complete an attribute-based assessment and other skills tests (such as simulation, coding, French proficiency, MS Office). Our goal for the application process is to get to know more about you, all that you have to offer, and give you the opportunity to learn more about us.
Job Location
Vancouver-1285 W.Pender,Ste400
Employment Type
Regular
Weekly Hours
37.5
Skills
Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Office Administration, Organizational Efficiency, Technical Knowledge
Administrative Assistant CIBC Wood Gundy
CIBC
Vancouver - 9.01kmAdministrative Jobs Full-time
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Clerk III Full-time Job
Administrative Jobs VancouverJob Details
Main Purpose and Function
Provides administrative clerical and customer service support to Real Estate, Environment and Facilities Management. Hybrid Clerk functions as operational and administrative support to functional REFM teams ensuring work dispatch, time entry oversight, invoice management (internal sources and key external vendors) and stakeholder engagement needs are met. A liaison and subject matter expert in connecting users, navigating key systems and supporting managers and supervisors through various administrative tasks and maintenance support functions.
Specific Duties/Responsibilities
- Receives service calls with varying level of complexity from a wide variety of stakeholders. Reviews and ascertains the information provided, prompt clients for additional relevant information, then evaluates and prioritizes the REFM response for various work functions.
- Following an established protocol, provides triage prioritization Work Control work management functions such as dispatching work orders, managing invoice payments and processing time entry & audits
- Assigns cost accounting requirements specific to each request and codes appropriately inputting data into the Work Flow Management system adhering to governed processes
- Directs routine service requests & invoices to various REFM or Parks Operations business units leveraging systems such as SAP, AP Flow and BI Tools
- Directs & routes service request and invoices that are not a REFM responsibility to the appropriate City department or business user
- Logs non-routine, non-maintenance or production service requests and looks for direction as to next steps
- Assesses and provides recommendations regarding service methods based on departmental practices, policy and processes. Determines the appropriate service agency (internal or external) and what level of engagement is needed from a support standpoint
- Arranges for access to City facilities by internal & external agencies
- Updates the status of work requests in the system for internally and externally managed work as assigned
- Receives and responds to requests/inquiries regarding the status of work requests and invoices
- Follows up with REFM and Parks Operations on administrative support functions
- Provides feedback on the Work Control process and makes recommendations on changes
- Controls access to the Evans Yard office and provides general reception for visitors
- Receives and closes out work orders including:
- Verification of data
- Matching material and contract service reports with work orders
- Inputting material, labour and contract costs through invoice management
- Updating work order status for internal stakeholder support and on behalf of centrally managed vendor work
- Leveraging tools and systems to make informed decisions Entering field notes from maintenance or service staff
- Coordinating any follow-up action or inspection
- Advising the Manager or any irregularities regarding type of work, cost, schedule or
- methodology
- Provides metrics and reports to senior management in support of the Departmental Service Plan
including:
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- Number of service requests or invoice volumes
- Costs incurred by REFM or Park Board business units and REFM managed vendors
- Number of service requests rejected
- Number of maintenance work orders through Cov work group and vendors
- Completion rate of maintenance work orders
- Completes time entry, reviews and validates time entry reports, ensuring that they meet time entry standards, especially as they apply to REFM trade shops.
- Create shopping carts and complete shopping requests on behalf of the managers (SOBOs)
- Reconciles P-card statements against PM Work Orders in SAP, especially from REFM trade shop staff
- Supports and centralizes onboarding practices, staff accesses and office footprint space mapping
- Creates & coordinates larger scale meetings and manages meeting minutes for core department meetings
- Other duties/responsibilities as assigned.
Minimum Qualification Requirements
Education and Experience:
- Completion of the 12th school grade.
- Sound related experience in building maintenance or building operations
- Experience in operating call reception, work control centre or maintenance management software application systems for service request, invoicing or work orders
Knowledge, Skills and Abilities:
- Ability to make decisions regarding priority of emergency response in a timely and effective manner
- Working knowledge of industry standard maintenance practices
- Working knowledge of building systems including HVAC, electrical and mechanical components, and associated trades emergency response procedures
- Invoice processing & analysis, vendor (external stakeholder) management and BI Reporting
- Effective problem solving skills and critical thinking
- Customer Service skills: Able to quickly develop rapport with clients and to foster effective relationships with customers
- Working knowledge of Microsoft Office applications, Power Point, and Visio.
- Knowledge and experience using computerized maintenance management or call centre software applications such as SAP PM
- Completed time entry courses through CityLearn and eligibility to get access to the SAP time entry system
- Very effective verbal and written English communication and math skills
- Excellent organizational and multitasking skills
- Ability to work with a moderate level of independence and to work alone with limited direct supervision
- Work effectively independently and collaboratively in a team environment.
Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.
Business Unit/Department: RealEstate Env & Fac Mgmt (1100)
Affiliation: CUPE 15 Non Pks
Employment Type: Temporary Full Time
Position Start Date: July, 2025
Position End Date: 18 months
Salary Information: Pay Grade GR-017: $31.66 to $37.2 per hour
Application Close: June 27, 2025
Clerk III
City Of Vancouver
Vancouver - 9.01kmAdministrative Jobs Full-time
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Executive Assistant (Administrative Assistant IV) Full-time Job
Administrative Jobs VancouverJob Details
Main Purpose and Function
The Executive Assistant (EA) to the CFO/General Manager of Finance and Supply Chain Management (FSC) is responsible for an extensive range of administrative services supporting the GM as well as administrative activities in support of the overall business unit.
The wide range of administrative services include handling a complex calendar, scheduling and prioritizing meetings with internal and external senior executives and staff in the City, organizing meetings and arranging for logistics, securing and preparing agenda items for the FRS Leadership and all-hands meetings, drafting and handling correspondence, re-directing internal enquiries when the GM is away or unavailable and coordinating administrative activities in the GM’s office.
The EA in this position attends FRS leadership meetings, noting action items and following-through on them, handles the flow of correspondence in the office of the GM, manages the department’s plan for council reports throughout the year, facilitates the approvals of council summary forms, coordinates the updates on Internal Audit items, coordinates SAP licenses and vendor accounts, oversees and tracks the new employee safety orientations across the business unit to ensure that these are promptly conducted, and coordinates the attendance management reporting for the managers. The EA also handles the travel arrangements of the GM, and the purchasing card online review of the GM and direct reports as well as other administrative activities.
The position interacts with senior managers within FSC, the City Leadership Team of the City and their assistants and sometimes with the external executives and their assistants. This position acts as an advisor across the Administrative Assistant roles in the FSC departments, and ensuring subject matter expertise for areas such as Time entry, purchasing, document filing, and other administrative tasks. The position may provide support to other areas of FSC as required.
The incumbent also leads special projects within the FSC Group. These projects include the roll-out of new city-wide processes and procedures within the department, and other City projects implemented at the department level.
The Executive Assistant, as required by the GM, may participate in special events contributing toward the strengthening of team-work in the business unit.
Duties and Responsibilities
- Handles the complex calendar of the GM, scheduling meetings, making decisions on meeting priorities and working with the City Managers’ office, other EAs and staff to arrange them.
- Supports meeting scheduling for other teams as required.
- Organizes and sets up leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, taking minutes and following up on action items.
- Prepares meeting information materials for the GM in advance of the leadership and all-hands meetings.
- Manages the flow of correspondence and documents received by the office of the GM.
- Reviews travel and training and purchasing card submissions for compliance with policies.
- Oversees and tracks safety orientations for new employees and makes quarterly reports for submission to HR; generate attendance management reports for managers and makes semi-annual reports to the GM.
- Receives and notes phone calls and informs GM.
- Informs GM and managers of urgent issues that will require their immediate attention
- Maintains a list of Council reports, topics-on-deck for corporate management team, all hands, and leadership meetings, and expedites Council summary form to meet City Clerk's deadlines.
- Keeps track of deadlines and provides reminders of follow-up items; coordinates submissions of accomplishments and goals and other requirements for the GM.
- Formats correspondence for GM's signature and distributes them
- Attends leadership meetings and records minutes and action items.
- Processes reimbursements of expenses for the GM.
- Reviews and reconciles online purchasing cards (company credit cards) statements of the GM’s office and coordinates the review of purchasing cards of GM’s direct reports.
- Create shopping carts, and purchase orders; initiate payment of invoices.
- Coordinates approvals for SAP access requests
- Files documents in Vandocs.
- Arranges travel and training for the GM.
- Processes e-SAFs and e-CAFs for the GM's direct reports
- Drafts and processes e-SAFs and eCAFs for GM; .
- Coordinates the updates of organizational information in SAP and Quickfind information with other admin roles in FSG.
- Responsible for time entry for the office of the GM; provide time entry back-up to the FP&A Assistant when absent.
- Creates and updates personnel files of GM's direct reports.
- Assists in the orientation and onboarding of direct hires of the GM.
- VanDocs DRC (Department Record Coordinator).
- Leads and organizes committees for special events that will contribute toward teambuilding within Financial Services Group. This involves planning and strategizing on how to encourage participation.
- Other duties/responsibilities as assigned.
Minimum Qualification Requirements
Education and Experience:
- University degree or an equivalent combination of education, training and experience supplemented by coursework in SAP, MS Outlook, MS suite of tools including Word, Excel PowerPoint, and Visio.
- Minimum of 5 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required
Knowledge, Skills and Abilities:
- Knowledge of City operations, policy, practices and procedures.
- Excellent writing skills.
- Ability to interact and communicate with people in executive management positions
- Ability to multi-task, to be adaptive and flexible in a fast-paced and changing environment while coping with the demands of the situation and needs of the GM.
- Ability to understand and follow oral and written instructions.
- Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.
- Demonstrated experience in organizing, leading and inspiring teams.
- Ability to perform thorough, complete and accurate work.
- Ability to handle confidential and sensitive matters.
- Possesses the ability to prioritize and make independent judgment and action.
- Ability to deal tactfully and professionally with customers with varying concerns and issues.
- Ability to work independently without supervision, take initiative and be proactive.
- Analytical and problem-solving skill and experience.
Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.
Business Unit/Department: Finance Supply Chain Management (1150)
Affiliation: Exempt
Employment Type: Regular Full Time
Position Start Date: August, 2025
Salary Information: Pay Grade RNG-040: $63,866 to $79,832 per annum
Application Close: July 6, 2025
Executive Assistant (Administrative Assistant IV)
City Of Vancouver
Vancouver - 9.01kmAdministrative Jobs Full-time
63,866 - 79,832
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Administrative Assistant III Full-time Job
Administrative Jobs VancouverJob Details
Main Purpose and Function
The Financial Planning & Analysis Assistant is responsible for an extensive range of administrative services supporting the Director of Financial Planning & Analysis as well as administrative activities in support of the overall business unit.
Specific Duties/Responsibilities
- Handles the complex calendar of the FP&A Director and the Business Unit FP&A Director, scheduling and prioritizing meetings to ensure optimal use of time
- Supports the FP&A Director in creating clear, impactful communications, including PPT presentations, reports and draft emails
- Coordinate leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, following up on action items
- Scheduling of high priority Finance review meetings related to Quarterly reviews, Budget & Service Plan reviews, including Finance Committee meetings and Council budget review meetings, working with CFO Executive Assistant
- Prepares materials for the FP&A Director in advance of the Council, Bid Committee, leadership, all-hands and other meetings.
- Monitors Council Report concurrences & CMM approvals, assigning to staff if required
- Informs FP&A Directors and managers of urgent issues that will require their immediate attention
- Coordinates travel and training submissions for FP&A staff and provides to Director for review and approval
- Reviews and reconciles online purchasing cards statements for the department and coordinates the review of purchasing cards by the Director
- Create shopping carts, and purchase orders, initiates payment of invoices
- Processes reimbursements of expenses for the FP&A Directors and team
- Vacation and attendance tracking for FP&A team
- Responsible for monitoring time entry for FP&A and following up on any time entry issues with the responsible managers and/or payroll
- Coordinates approvals for SAP access requests
- Initiates e-SAFs and e-CAFs for FP&A staff; drafts Job Requisitions as necessary and follows through the approval process and coordinates posting with human resources staff, drafts offer letters using existing templates
- Assists in the orientation and onboarding of new staff; handles new employee setup including equipment, IT and telecom requests, security and new employee forms
- General admin support: org chart updates, Quickfind updates, course registrations, supply orders, working with IT regarding equipment issues, updating email distribution lists
- Safety duties and organizing safety orientation and tracking for new employees
- Backup for CFO Executive Assistant during absences
- Participate in FRS Admin Team activities and projects
- Other duties as assigned
Minimum Qualification Requirements
Education and Experience:
- Diploma or an equivalent combination of education, training and experience
- Expertise in using MS Outlook, MS suite of tools including Word, Excel, PowerPoint
- Minimum of 3 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required
Knowledge, Skills and Abilities:
- Possesses the ability to prioritize and make independent judgment and action
- Excellent writing skills
- Ability to multi-task, to be adaptive and flexible in a fast-paced and changing environment and to cope with the demands of the situation and the needs of the department
- Ability to understand and follow oral and written instructions
- Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport
- Ability to perform thorough, complete and accurate work
- Ability to handle confidential and sensitive matters
- Ability to work independently without supervision, take initiative and be proactive
Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.
Business Unit/Department: Finance & Supply Chain Mgmt (1150)
Affiliation: Exempt
Employment Type: Temporary Full Time
Position Start Date: August, 2025
Position End Date: August, 2026
Salary Information: Pay Grade RNG-030: $56567 to $70714 per annum
Application Close: June 29, 2025
Administrative Assistant III
City Of Vancouver
Vancouver - 9.01kmAdministrative Jobs Full-time
56,567 - 70,714
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