Administrative Assistant


Administrative Assistant

POSITION SUMMARY

Reporting to the Vice-President Commercial & Regulatory Affairs, the Administrative Assistant provides executive level administrative support to the Vice-President, the PRPA Board of Directors, and the Associate Corporate Secretary & Compliance Officer, ensuring the effective and smooth operation of files, activities, and schedules.

MAJOR POSITION ACCOUNTABILITIES

  1. Provides executive level support services to the Vice-President and the Board of Directors by ensuring that correspondence, appointments, and administrative services are effectively handled, which includes ensuring appropriate and timely filing, response and follow-ups on emails, documents, and files and maintaining working knowledge of the various business files, initiatives, and contacts of the Vice-President, and the Board of Directors.
  2. Ensures that all confidential files and correspondence (emails, letters, contracts, meetings, etc.) are handled confidentially, professionally, and efficiently. 
  3. Provides administrative support to, and maintains working knowledge of, the various files and initiatives of the Associate Corporate Secretary & Compliance Officer and ensures that correspondence, appointments, and administrative services are effectively handled.
  4. Responsible for the input and maintenance of the Vice-President’s, and the Board of Directors’ correspondence, documents and other file materials into the electronic database (M-Files and department filing system) on a timely basis and the preparation of automated reports as required.
  5. Prepares a variety of correspondence, legal letters, legal documents, presentations, and reports for the Vice-President, the Board of Directors, and the Associate Corporate Secretary & Compliance officer and under the direction of the Vice-President, performs research, and completes special projects as required.
  6. Coordinates business meetings, luncheons and other special functions, as required.
  7. Responsible for the coordination of all travel arrangements, and the preparation of expense claim reports and leave forms for the Vice-President, the Associate Corporate Secretary & Compliance Officer and the Board of Directors.
  8. Maintains good public relations by ensuring that callers, both in person and on the telephone, receive required information, or are directed to the appropriate person.
  9. Provides administrative support to other PRPA departments, as required.
  10. Performs other related duties, as required.

WORKING CONDITIONS

  • Works predominantly in an office environment
  • Regular, full-time position (37.5 hours per week)
  • Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with 1 hour lunch break

JOB SPECIFICATIONS
Formal Education

  • Post-Secondary education
  • Law Clerk or paralegal certification from an accredited organization or comparable certification would be a benefit

Related Experience

  • Three to five years’ experience in an administrative position in a complex and high-volume corporate environment or in a law clerk or paralegal capacity in a corporate legal department or law firm or comparable experience.

Other Requirements

  • Experience working with lease documentation and related legal work.
  • Good spoken and written communication skills.
  • Good organizational skills and attention to detail.
  • Good understanding of modern office practices, procedures, software and equipment.
  • Excellent judgment and tact in dealing with sensitive issues and confidential information.
  • Good relationship building skills. Able to establish and maintain effective working relationship with all employees.
  • Demonstrated ability to manage multiple projects concurrently and to effectively handle changing priorities.
  • Enthusiastic and self-motivated. Works well individually as well as in a team environment.
  • Creative and intuitive thinker. Resilient. Embraces and thrives on change.
  • Thrives in high-paced environment.
  • Demonstrates commitment to the Port’s Vision and Mission.
  • Proficient in MS Office, especially Outlook, Word, Excel and PowerPoint.
  • Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada.
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program.

Individuals of Indigenous descent are strongly encouraged to apply.

Interested candidates are requested to submit their application in confidence by Tuesday, January 24, 2023.

                                                          Manager, Human Resources

                                                          Prince Rupert Port Authority

                                                          200 – 215 Cow Bay Road

                                                          Prince Rupert, B.C., V8J 1A2

                                                          Fax:      (250) 627-8980

                                                          Email:  careers@rupertport.com       

No telephone inquiries please.

Administrative Assistant

Interested candidates are requested to submit their application in confidence by Monday, January 24, 2023.

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Other career opportunities

Position

Posting Date
Closing Date

Property Administrator

The Property Administrator oversees PRPA’s diverse real estate portfolio, including property and tenant management, to provide effective real estate support to internal and external stakeholders on commercial, retail, and industrial property matters.
2023/08/10
2023/10/18
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POSITION SUMMARY 

Reporting to the Real Estate Manager, the Property Administrator oversees PRPA’s diverse real estate portfolio, including property and tenant management, to provide effective real estate support to internal and external stakeholders on commercial, retail, and industrial property matters. The Real Estate business unit manages a dynamic portfolio which helps to shape and support the ongoing growth and development of the Port of Prince Rupert. 

MAJOR POSITION ACCOUNTABILITIES 

  • Manages PRPA’s property and tenant management system, by collecting, inputting, tracking, and preparing reports to maintain accurate and up-to-date corporate lease, property, and property tax data.  
  • Oversees the day-to-day coordination with tenants and PRPA staff, fostering and maintaining collaborative working relations to ensure compliance with lease provisions, maintenance, construction, and other lease matters.  
  • Assists the Manager with the administration of PRPA’s real estate assets, providing information and guidance to the staff, consultants, and interdisciplinary internal and external stakeholders. 
  • Undertakes research and data collection to assist in the preparation of memos, reports and correspondence responding to internal and external stakeholder requests regarding property, project, and due diligence matters.  
  • Coordinates with various technical experts on the creation of maps, graphics, and presentations for internal and external communications.   
  • Prepares property and rent reviews by analyzing a variety of reports, including appraisals, surveys, property condition assessments, and feasibility studies.  
  • Support the preparation, collection, and submission of memos, reports, and documents in real estate transactions.  
  • Supports and contributes on behalf of the Real Estate business unit to various strategic departmental and corporate initiatives, including process improvements.  

WORKING CONDITIONS 

  • Works predominately in an office environment. 
  • Regular, full-time position (37.5 hours per week). 
  • Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with a 1-hour lunch break (unpaid). 

JOB SPECIFICATIONS 

Formal Education 

Post-secondary diploma or University degree in a related field or equivalent work experience: real estate, business, commerce, property management, appraisals, or paralegal.  

Related Experience 

Minimum 3 years’ experience in at least one of the following areas: real estate or property law, planning and development, conveyancing, surveying, or appraisals. 

Other Requirements 

  • Experience in conducting research, data collection and maintaining data integrity.  
  • Superior judgement and tact in dealing with sensitive issues and confidential information. 
  • Strong analytical problem-solving with the ability to exercise independent judgment. 
  • Strong writing, organizational skills, and attention to detail. 
  • Experience working with lease documentation and related legal work. 
  • Ability to calculate valuations on real property, reviewing property drawings and maps. 
  • Effective communicator, working well in a team environment and establishing and maintaining effective working relationships with all employees and external parties. 
  • Enthusiastic and self-motivated.  
  • Thrives in a high-paced environment. 
  • Proficient in MS Office, especially Outlook, Word, Excel and PowerPoint. 
  • Demonstrates commitment to the Port’s Vision and Mission. 
  • Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada. 
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program. 
  • Possess a valid Class 5 Driver’s License

Prince Rupert Port Authority is committed to a culture of equity, diversity, inclusion and belonging. We invite all applicants who identify as women, indigenous, as part of a visible minority and persons with diverse abilities to let us know in the ‘Message’ field of the application form.

This position is not available for remote work.

Interested candidates are requested to submit their application via this link.

Manager, Environmental Review & Compliance

Reporting to the Director, Environmental Planning and Compliance, the Manager, Environmental Review & Compliance is accountable for supporting the environmental planning and compliance activities for various development projects and operations within the Port Authority’s area of administration.
2023/05/31
2023/10/14
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POSITION SUMMARY:

Reporting to the Director, Environmental Planning and Compliance, the Manager, Environmental Review & Compliance has a fundamental role in ensuring the highest standards of environmental protection in the Port’s development and operations.  In addition to project reviews and environmental compliance, the role is instrumental in delivering exciting projects with habitat restoration and enhancement as well as leading scientific studies and initiatives for the protection of species at risk.  This role provides meaningful opportunities to directly influence the planning and delivery of major developments and the operations of a high-performance Canadian Port. The position also includes opportunities for consulting with Indigenous Communities, the Public, and key stakeholders as part of environmental planning processes.

MAJOR POSITION ACCOUNTABILITIES:

  1. Oversees development and implementation of Environmental Management Plans for project developments within the Port of Prince Rupert.
  2. Manages compliance with permits, authorizations and determinations issued under the Fisheries Act, Canadian Environmental Protection Act, Species at Risk Act and Impact Assessment Act.
  3. Leads environmental effects evaluations for Port Projects.
  4. Liaises with project proponents, contractors and Port partners and tenants in addressing environmental deficiencies, concerns, and lease/approval performance during planning, construction and operations.
  5. Ensures that project documentation and monitoring/compliance activities are maintained.
  6. Participates in multi-disciplinary teams with other Port staff in reviewing and supporting Port developments.
  7. Manages project-related engagement with Indigenous Groups, the Public, and key stakeholders

WORKING CONDITIONS:

  • Works in an office environment and in the field (outdoors, boats, remote or wilderness settings, all weather).
  • Requires occasional travel.
  • Position is based in Prince Rupert.
  • Regular, full-time position (37.5 hours per week).
  • Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with 1 hour lunch break (unpaid).
  • May be required to work outside regular work hours.

JOB SPECIFICATIONS:

Formal Education

  • University degree in natural or social science or environmental-related field

Related Experience

  • Five or more years related experience.

Other Requirements

  • Able to work in an outdoor environment in rough terrain and variable weather for extended periods.
  • Possess valid Class 5 Driver’s License
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program
  • Proof of full vaccination against COVID-19 with a vaccine approved by Health Canada.

**Prince Rupert Port Authority is committed to a culture of equity, diversity, inclusion and belonging. We invite all applicants who identify as women, Indigenous, as part of a visible minority and persons with diverse abilities to let us know in the ‘Message’ field of the application form.

Interested candidates are requested to submit their application via this link.

This position is not available for remote work.

Maintenance Mechanic

The Maintenance Mechanic is a “Hands-on position” responsible for inspecting, repairing, maintaining, installing and modifying the Port’s civil, electrical, mechanical and electromechanical equipment, assets and infrastructure on land and water.
2023/08/10
2023/09/30
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POSITION SUMMARY 

Reporting to the Supervisor, Maintenance, the Maintenance Mechanic is a “Hands-on position” responsible for inspecting, repairing, maintaining, installing and modifying the Port’s civil, electrical, mechanical and electromechanical equipment, assets and infrastructure on land and water. The incumbent is also responsible for maintenance on other types of equipment under the control of the Prince Rupert Port Authority, including but not limited to the following areas: Fairview Container Terminal, Ridley Island’s Rail Road and Utility Corridor, Westview Terminal, Atlin Terminal, Ocean Dock, Alaska Ferries, Digby Island Ferry, Scott Road, Port offices and miscellaneous other Port property, including fire suppression systems, pump stations 2 & 3, water treatment chlorination systems, valve chambers, vehicles, boats and other equipment. 

The Maintenance Mechanic’s responsibilities also extend to other trade-related disciplines as well as capital project improvements and new project construction, as assigned. 

MAJOR POSITION ACCOUNTABILITIES 

  • Performs maintenance duties and ensures that all PRPA property, infrastructure and equipment are maintained to a very high standard, in compliance with regulatory requirements and PRPA policies.
  • Maintains complete records and documentation related to maintenance, testing, repair and modifications to the Port’s infrastructure, controlled equipment and facilities utilizing CMMS (computerized preventative maintenance management system) tools.
  • Adheres to maintenance, testing and installation procedures established as acceptable for equipment under the jurisdiction of the Maintenance Department and assists in the review of existing procedures and the development of new procedures.
  • Complies with all of the Port’s prevention and safety rules, policies and procedures.
  • Assists daily in maintaining a clean, safe, orderly, and hazard-free workplace utilizing 5S practices (sort, set in order, shine, standardize and sustain).
  • Assists with the development, implementation and continued use of an appropriate safety management system applicable to the department, but more importantly, actively follows the safety rules and regulations pertaining to the work.
  • Assists in maintaining an adequate supply of spare parts.
  • Reads and understands technical manuals, drawings and prints.
  • Consults with the Director, Asset Management and/or Supervisor, and Maintenance in designing new installations to ensure compliance with Canadian Code requirements and other acceptable installation practices.
  • Assists with environmental clean-up operations and responds to fire and security alarms and other related tasks, as required.
  • Assists with capital project improvement work through the application of trade skills and the support of other tradespeople.
  • Ensures technical, First Aid and all other required certifications are up to date. This includes WHMIS, BCWWA, forklift, truck inspection, Aerial work platform, Fall Protection, etc.
  • Must actively participate and contribute in PPI’s (personal performance interviews), including tracking and recording all information.
  • Provides mentorship to the maintenance staff enrolled in various apprentice programs.
  • Performs other duties as assigned by the Supervisor, Maintenance.

WORKING CONDITIONS 

  • Works mainly outdoors, in and around all PRPA property and equipment.
  • Regular, full-time position (37.5 hours per week). Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM, with 1 hour (unpaid) lunch break.  Regular work hours may be revised to meet maintenance or operational needs.
  • May occasionally be required to work outside normal working hours.
  • On call after office hours and on a weekly rotating or periodic basis.
  • Physical ability needed for climbing ladders, working at high heights, including in a bucket truck, lifting and/or pulling heavy objects.
  • Some exposure to dirt, oil, noise, wet weather, and cold temperature.

JOB SPECIFICATIONS 

Education 

  • Certified operator with BC Water Wastewater Association, in particular water and wastewater treatment.
  • Journeyman in the mechanical /millwright /electrical/fabrication/building disciplines is an asset.

Related Experience 

  • Certification in rail maintenance.
  • Experience in operating small vessels, forklifts, barge loading ramps, and other Commercial related equipment is an asset.

Other Requirements 

  • Excellent time management and organization skills
  • Good communication skills for reporting in person and in our Maintenance software programs.
  • Good practical skills to operate a range of hand and power tools and test equipment.
  • Good computer skills, including proficiency with Microsoft Word and Excel.
  • Demonstrated ability to read and follow drawings, schematics, and technical manuals.
  • Able to follow instructions and directions.
  • Must be able to adapt to evolving team dynamics.
  • Methodical approach to work practices and the ability to take accurate measurements.
  • Knowledge and demonstrated ability to apply the applicable Canadian Codes.
  • Committed to keeping current with industry changes and developments.
  • Must be able to work independently without close/direct supervision.
  • Clear and legible spoken and written communication skills.
  • Knowledge of preventive maintenance software is an asset.
  • Consistent positive demeanour.
  • Physically able to perform repetitive motions, heavy lifting, pulling heavy objects, and climbing ladders.
  • Possesses normal colour vision.
  • Demonstrated commitment to PRPA’s Vision, Mission and Values.
  • Provide proof of full vaccination against COVID-19 with a vaccine approved by Health Canada.
  • Able to obtain security clearance under Transport Canada’s Security Clearance Program.
  • Minimum valid Class 5 Driver’s Licence

Prince Rupert Port Authority is committed to a culture of equity, diversity, inclusion and belonging. We invite all applicants who identify as women, indigenous, as part of a visible minority and persons with diverse abilities to let us know in the ‘Message’ field of the application form.

This position is not available for remote work.

Interested candidates are requested to submit their application via this link.