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Processing Administrative Assistant

Location: ,
Job Category:
Job ID: 121943
Employment Type:
Salary:
Posted: 05.12.2025


Occupations:

Administrative-Clerical : General-Other: Administrative-Clerical

Job Description:

Job Title: Processing Administrative Assistant

Responsibilities: 
  1. Clear delivery trays from the Control Room – File contents by date order (Most recent on top)
  2. Performs administrative duties for the Operations team. SharePoint Link for each Department below. (General Operations, Processing, Offsites and Marine, Shipping & Laboratory)
  3. Handling of incoming and outgoing correspondence, memos, presentations, charts and tables, general reports, presenting schedules, meeting minutes, liaising with admin services on behalf of team.
  4. Leads the daily updating of information (tracking authorizations, logging and filing) relative to Processing and Offsite with regards to Procedures, PRE- MOC, MOC and PSSR.
  5. All outgoing correspondence from the department to be assigned a reference number, stored in the Operations Document Reference Log.
  6. Support department meetings and produce Minutes.
  7. Arrange and coordinate Thursday Safety Meeting. Log attendance, inventory presentations, recordings, log attendances, and Store Presentation. Record and Track Q&A
  8. Sort Inventory and file; Reading Sheets, Shipping Documents, Permits Books, Laboratory files, Destruction Certificates, Incident Reports, Firewater System Weekly Checklist, Assign File ID# and Transmit to Records Department.
  9. Facilitate the monthly calibrations of explosimeters.
  10. Ensure all processing contracts are renewed and valid.
  11. Generate requisitions for team and track POs status and update contracts log.
  12. Ensure all processing invoices are paid and tracked.
  13. Store Incident Reports, support incident investigations.
  14. Update Leak Register, Industrial Hygiene Register
  15. Prepare PSSRs packages and schedule PSSRs. Obtain approvals for PSSR. Log and file PSSRs.
  16. Weekly-Update Oily Water tracker and create update of log, Utilities tracker (WASA, T&TEC, Methanol).
  17. Inventory and Maintain Medicine supplies ensuring they are fully stocked and valid.
  18. Proactively identify budget issues that can impact contractual requirements.
 
Minimum Qualifications:
  1. Diploma Business Administration
  2. 5 years of similar experience in Petrochemical Industry
  3. Proficiency in Microsoft Office Suite (including Excel, Word, PowerPoint, and Outlook)
  4. Experience with Oracle Financials or comparable financial systems (e.g., SAP) is considered an asset.
This position is based on a plant site and does not offer remote work flexibility

Job Requirements:

Minimum Qualifications:
  1. Diploma Business Administration
  2. 5 years of similar experience in Petrochemical Industry
  3. Proficiency in Microsoft Office Suite (including Excel, Word, PowerPoint, and Outlook)
  4. Experience with Oracle Financials or comparable financial systems (e.g., SAP) is considered an asset.