Facility Administrative Assistant

Fluid Energy Group Ltd® along with its subsidiaries Fluid Norge™, Fluid USA™, Fluid Holland™, Fluid Luxembourg™, Fluid International™, SciencePak™, SixRing™ and brand Triton Cleaning Products™ is a global chemical company specializing in the development and manufacture of environmentally responsible, low-hazard, technically advanced chemical systems focused in particular on the Oil & Gas, Life Sciences, Concrete and other industries with Modified Acid™ & Synthetic Acid™, Sanitizer & Disinfectant Systems and associated chemistries. Our goal is to promote the knowledge and application of safer, far more effective and technically advanced chemical systems to various interests, including all industry and regulators / governments worldwide.

Fluid has exciting plans for further growth including investing heavily in its intellectual property, as well as geographic and product / industry diversification. It promotes a culture of transparency, communication, and collaboration to ensure that continued growth does not hamper the high quality of service delivered to clients.

Summary

The Facility Administrative Assistant contributes to the efficient day-to-day operations of the facility and supports the work of management, staff and contractors. This includes coordinating and communicating facility activities, performing reception duties, ordering supplies and stationery and general troubleshooting. They are responsible for providing support to operations, laboratory and supply chain staff and other internal or external customers. The Facility Administrative Assistant will assist the accounting and supply chain teams with purchasing, accounts payable and receivable functions where required. In addition to ensuring our internal and external customer satisfaction, the Facility Administrative Assistant will be well-organized and have great communication and team-building skills.

Key Responsibilities

• Managing incoming and outgoing correspondence, including emails, faxes, mail and packages.
• Triage incoming calls, emails, and visitors.
• Process sales transactions for our customers.
• Issue and track purchase orders for raw inputs and services required by the facility.
• Aid in data entry, general office and accounting administration tasks as assigned.
• Ensure all shipping documents are delivered to the purchasing/supply chain manager promptly.
• Communicate with clients about billing discrepancies and questions.
• Engage management over any AR problems that have been encountered.
• Create and manage the work order cycle for finished products within the ERP Software.
• Ensure all required documents and product information are attached to ERP processes.
• Work alongside operations and the Lab for forecast planning and quality control functions.
• Ensure the facilities are orderly and are in compliance with safety regulations.
• Ensure adequate supply of stationery/supplies, office furniture, other equipment or break room supplies.
• Handle and resolve building issues controlled by the landlord.
• Maintain a professional image and demeanour with all employees, management, executives and visitors at all times.
• Adapt communication style to collect and deliver information and next steps effectively to a range of individuals.
• Ensure all customer questions, concerns and/or complaints are addressed and handled professionally and according to the target or prescribed timelines.
• Document all inquiries and/or complaints using the approved form(s) and following the approved procedure(s); maintain the inquiries and/or complaints record log.
• Relay customer quality improvement suggestions for company products and services.
• Ad hoc projects as required.

Knowledge, Skills, and Abilities

• Excellent interpersonal skills and proven success at building strong relationships.
• Excellent organizational and time-management skills.
• Ability to work with little supervision and track multiple processes.
• Expert communicator with high attention to detail and strong verbal, written and active listening skills.
• Positive, proactive and enthusiastic.
• Commitment to accuracy and detail-oriented.
• Ability to perform under pressure and work in a fast-paced environment.
• Experience working with MS Office products and proficiency in Excel and Word is required.

Experience/Education

• 3+ years experience in administrative support in a field or facility setting.
• Knowledge and experience with general supply chain and purchasing procedures.
• Experience using Microsoft Navision/Business Central is considered an asset.
• Minimum High School Diploma required.
• Post-secondary in administration or accounting is considered an asset.
• Experience working with MS Office products and proficiency in Excel and Word is required.
• Experience in customer-facing roles required.

We are an equal opportunity employer committed to equal employment opportunity without discrimination or harassment on the basis of race, religion, national origin, disability, status, age, sex, sexual orientation, gender identity or expression, marital or domestic/civil partnership status, or any other basis protected by law.

We would like to thank all of those who apply; however, only those selected for an interview will be notified.