Job Opportunities
Administrative Assistant - Intermediate
Dartmouth, NS

Closing Date:
August 1, 2018

Job Description:


  • Track and update the Offshore Crew Schedule – send this weekly to Stakeholders. (Daily updates
  • Update material tracking document with all deliveries that arrive (includes delivery date, POs, SAP #, short description of item QTY, and who it’s for etc.) (Daily)
  • Update material tracking document when material leaves the warehouse (this is the basis of the material movement lists that are sent out for vessels) (twice a week)
  • Schedule all Fedex, Purolator, AW Leil and Bestway Procan shipments/truck and crane rentals. Update tracking document with every courier booked to show what WBS # is used and what the shipment was booked for. Send update/ask permission to WBS owners. (daily)
  • Scan and file all delivery paperwork that comes to the warehouse. (weekly/bi weekly – try to do a few at a time)
  • Book training required for offshore personnel (Rigging and Slinging, Medical, First Aid etc.) (As required – can take a lot of time if courses for all operators). 
  • Order all supplies for offshore and Dartmouth offices (daily)


  • P-card purchases – and all paper work with receipts and which PSL the item went to (Monthly)
  • Source items from vendors to enter requisitions in the system (office supplies from Stellar/Source Atlantic)
  • Dial in morning meeting calls (Daily-listen in)
  • Enter requisitions in SAP (daily)
  • Update the Requisition tracker when a new Req is entered in SAP and update the tracker when orders are received. (daily)
  • File all certificates and update training matrix’s with employee’s course completions (Weekly/bi-weekly) 
  • Send Material Manifests to offshore team and leaders when a vessel is heading to the NRA with equipment/supplies ( twice a week)
  • Support wherever needed



Qualified candidates can apply for this role by either clicking on the Apply Now button below or forwarding their resume to careers@upstreamsolutions.ca, quoting the job title in the subject field.

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