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Schedule A - Administrative Assistant

Organization Information

Borealis Fuels & Logistics is an international company that distributes and sells propane (LPG) for domestic energy consumption. Borealis is one of North America's fastest-growing propane companies. Borealis' customers are residential, commercial, and industrial consumers. Borealis works with domestic propane producers to deliver the most cost-effective, reliable solution to its customers.

Borealis is looking to add a motivated individual to the team to maintain the quality of service offered to our customers. Borealis' primary objective is to offer the best full-fuel service and customer experience. We utilize technology, share accurate information, and respond promptly. Borealis performs service work, delivers fuel to customers, and operates a network of bulk transport vehicles moving fuel across Canada and the USA.

Summary

The Administrative Assistant plays a vital role in supporting Borealis' Leadership and Management Team in the Calgary office. Reporting directly to the Human Resources Manager, this position provides administrative support to the team while assisting with the day-to-day operations of the corporate office.

This position combines executive administration, human resources administration, safety and compliance coordination, and office management responsibilities. The successful candidate is a highly organized, detail-oriented professional with excellent communication skills, strong administrative abilities, and the flexibility to adapt in a fast-growing organization. Working closely with leadership and various departments, the Administrative Assistant helps ensure efficient operations, maintains confidential information, supports employee lifecycle processes, and contributes to the organization's overall success.

Duties and Responsibilities:

Human Resources Administration

• Provide administrative support to the Human Resources Manager and Human Resources Department.
• Assist with recruitment activities by scheduling interviews, coordinating interview calendars, communicating with candidates, and conducting reference checks.
• Coordinate the onboarding process for new employees by preparing employment agreements, new hire packages, policy acknowledgements, payroll and benefits enrollment forms, and ensuring all required documentation is completed and signed prior to employment.
• Schedule and coordinate new employee orientation sessions, training, and system access in collaboration with department managers.
• Assist with employee offboarding by preparing resignation and termination documentation, coordinating exit checklists, collecting company property, revoking system access, and ensuring all required documentation is completed.
• Maintain accurate, confidential employee records and personnel files in BambooHR and other Human Resources Information Systems (HRIS).
• Maintain strict confidentiality when handling employee information and ensure compliance with company policies and applicable employment legislation.

Compliance & Operations Administration

• Provide administrative support across Compliance, Safety, Fleet, and Operations.
• Maintain safety, inspection, maintenance, licensing, and compliance records.
• Coordinate fleet maintenance schedules and maintain service documentation.
• Assist with driver qualification files, licensing renewals, and regulatory compliance tracking.
• Prepare compliance reports and maintain accurate corporate records.
• Support process improvements and system updates.
• Coordinate communication with vendors, regulatory agencies, and service providers.

Office Administration

• Coordinate the daily administrative functions of the corporate office.
• Maintain office supplies, equipment, filing systems, and administrative records.
• Coordinate incoming and outgoing mail, courier services, and deliveries.
• Arrange employee travel, accommodations, and meeting logistics.
• Assist with company meetings, events, and internal communications.
• Support reception duties and provide administrative coverage as required.

General Administrative Support

• Prepare reports, spreadsheets, presentations, correspondence, and other business documents for Executive Leadership and various departments.
• Provide administrative support to multiple departments and assist with day-to-day business operations and special projects.
• Serve as the primary administrative point of contact for employees at the Corporate Office and all Borealis branch locations, responding to inquiries and directing requests to the appropriate department.
• Coordinate incoming and outgoing mail, courier services, shipping, and deliveries, ensuring timely distribution of correspondence and packages.
• Maintain office supplies, kitchen and coffee station inventory, and other workplace necessities to ensure the office remains fully stocked, organized, and operational.
• Coordinate office equipment, vendor services, and general office maintenance to support an efficient and professional work environment.
• Maintain corporate filing systems and ensure business records and documentation are accurate, organized, and up to date.
• Maintain a high level of confidentiality when handling employee, financial, and company information.
• Effectively prioritize multiple assignments while meeting deadlines in a fast-paced and evolving environment.
• Identify opportunities to improve administrative processes, office procedures, and operational efficiencies.
• Develop and maintain positive working relationships with employees, customers, vendors, and external business partners.
• Perform other administrative duties and special projects as assigned by the Human Resources Manager, President, or Chief Operating Officer.

Qualifications

• Previous administrative experience supporting executive leadership, Human Resources, or Compliance functions preferred.
• Strong administrative, organizational, and time management skills.
• Experience with Google Workspace and cloud-based business systems.
• Experience with BambooHR, NetSuite, or similar HRIS/ERP systems is considered an asset.
• Excellent verbal and written communication skills.
• Ability to manage confidential and sensitive information with professionalism and discretion.
• Strong attention to detail and the ability to manage multiple priorities.
• Excellent problem-solving skills with a proactive approach to supporting business operations.
• Experience in the transportation, logistics, propane, or energy industry is considered an asset.

Experience Requirement

• High school diploma required.
• Post-secondary education in Business Administration, Office Administration, Human Resources, or a related field preferred.
• Minimum of 3-5 years of experience in administrative support, executive administration, human resources administration, or office management.

Reporting Relationship

• Reports directly to the Human Resources Manager.
• Provides administrative support to the President, Chief Operating Officer (COO), Human Resources Department, Compliance Department, and other members of the Executive Leadership Team as required.

Job Type

• This is a full-time, office-based position in Calgary