Office Administrative Assistant

Req ID:471877 

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, more than 80 000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

Overview

As Alstom expands its operations in Canada to meet the increasing demand for sustainable transportation solutions, we are seeking motivated candidates for the position of Administrative Assistant in our Toronto Signaling Office. Our environment blends the energy and spirit of a start-up with the resources of a multinational corporation, fostering collaboration, innovation, creativity, and a commitment to environmental stewardship.

Purpose of the Job

Under the direction of the Site Manager, the Office Administrative Assistant will provide essential support for the administration and coordination of daily activities within the Alstom Toronto Signaling Office. This role involves assisting cross-functional and project teams through various administrative tasks to facilitate their success. Utilizing strong management and organizational skills, the Administrative Assistant will collaborate closely with managers to address office and project requirements, provide weekly updates to the Site Manager, coordinate meetings, analyze data, manage office resources, and maintain documentation. Additionally, the Administrative Assistant will assist the Site Manager in ensuring a safe working environment and will support emergency procedures as required, acting as Deputy Chief Fire Warden in the Site Manager's absence. The position requires daily presence in the office with limited flexibility for remote work at the discretion of management and company policies.

Main Responsibilities and Key Activities

• Perform daily tasks and deliver essential administrative support to ensure the efficient operations of the Toronto Signaling Offices.
• Serve as a liaison with the building landlord to manage building access for employees and help address any issues or concerns.
• Draft and distribute office-related communications, including memos, bulletin board postings, and in-person updates.
• Collaborate with the Site Manager to maintain building safety, comply with regulations, provide training, and control access.
• Administer site mailboxes weekly to ensure prompt distribution of incoming and outgoing mail.
• Provide administrative support to Alstom Senior Management, external visitors, and internal users by organizing and preparing conference rooms for meetings and events.
• Support local team members with typical supplies and office needs to allow them to meet their project and departmental goals.
• Familiarize oneself with company policies and procedures to promote adherence to a professional office environment.
• Manage the creation and submission of Purchase Requisitions and Purchase Orders for office supplies and other needs of local project teams.
• Serve as a liaison with Accounts Payables and Finance for the processing of invoices and performing receipts of goods.
• Conduct research and gather data to support office initiatives, fostering a positive office culture.
• Support the Site Manager in assessing and tracking the site budget, expenses, and generate associated KPI reports.
• Create labels and liaise with IT teams for the request or return of employee and company assets.
• Collaborate with diverse cross-functional teams, providing general administrative support (phone, email, photocopying, filing, etc.).
• Update and ensure accuracy in office population databases and repositories.
• Assist newcomers by providing site etiquette and essential information to ensure compliance with site rules and regulations.
• Track and maintain a detailed inventory of valuable assets such as technology, furniture, and other supplies.
• Oversee office and stationery supplies, ensuring timely orders are placed to maintain adequate stock levels and prevent any financial constraints

Experience and Qualifications

• College Diploma or higher in Administration, Communications, Human Resources, or a related field.
• 2-5 years of relevant experience in a supportive role involving administrative tasks, management, and client interaction.
• Strong reporting, writing, Microsoft Office, and organizational skills.
• Experience in process management, organization, information analysis, professionalism, and problem-solving.

Behavioral and Technical Skills / Competencies

• Detail-oriented and disciplined with a proactive attitude and the ability to efficiently resolve issues and anticipate challenges.
• Willingness to engage in self-learning and meticulous documentation of processes.
• Committed to adhering to all applicable building and Alstom standards, including EHS regulations.
• Excellent verbal and written communication skills with strong time management abilities.
• Exceptional interpersonal skills and a team-oriented mindset but able to work mainly independently.
• Punctual, reliable and agile in prioritizing tasks based on deadlines.
• Proficient in using computer word processing, spreadsheet, and database software to prepare reports, memos, and KPIs.
• Knowledge of SAP or similar ERP tools is considered a strong asset
• Ability to lift upto 25Lbs.

Organizational Reporting

• Direct Report: Site Manager
• Indirect Report: Project Managers

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note

As a global business, we’re an equal-opportunity employer that celebrates diversity across the 63  countries we operate in. We’re committed to creating an inclusive workplace for everyone.