Site Administrative Assistant

The Site Administrative Assistant is an integral member of Woodfibre LNG’s dynamic Operations team. The role provides comprehensive administrative and coordination support to help the Operations Manager and team work safely, efficiently, and effectively at the Woodfibre LNG site.

The successful candidate will act as a central administrative point of coordination for team schedules and rosters, meetings and action tracking, travel and transportation, site access, onboarding, training coordination, correspondence, and administrative records. The role requires strong judgement, accuracy, discretion, and responsiveness in a fast-paced industrial setting where plans and priorities may change quickly.

The successful candidate reports directly to the Operations Manager. This is a site-based position working a 7-days-on/7-days-off rotation, with 12-hour shifts.

Key Responsibilities

The successful applicant will:

• Provide day-to-day administrative and coordination support to the Operations Manager and broader Operations team.
• Maintain Operations team calendars, schedules, duty coverage information, contact lists, organizational information, and rotational rosters, ensuring updates are accurate and communicated promptly.
• Support shift and rotation changes by coordinating approved schedule updates, identifying administrative impacts, and communicating revised arrangements to affected stakeholders.
• Coordinate Operations meetings, including scheduling, invitations, rooms or virtual meeting arrangements, agendas, materials, attendance records, and logistical requirements.
• Record clear meeting minutes, decisions, and assigned actions; maintain action logs and follow up with owners to support timely completion.
• Coordinate training, orientations, inductions, and other scheduled learning activities for Operations personnel; maintain current schedules and track required completion information.
• Book approved employee travel and coordinate ground and marine transportation in accordance with Company procedures and manager authorization.
• Maintain accurate arrival, departure, and transportation schedules and communicate relevant updates to employees, site contacts, transportation providers, and other stakeholders.
• Respond to itinerary changes, cancellations, delays, and other travel disruptions, escalating operational or cost impacts to the appropriate manager.
• Maintain supporting travel records and assist with the reconciliation of approved travel expenses, invoices, or related documentation in coordination with Finance and budget owners.
• Coordinate visitor access requests, site visits, orientations, inductions, transportation details, and host information with Security, HSS, site contacts, and other accountable teams.
• Prepare new-hire onboarding schedules and coordinate site mobilization activities with Operations, Human Resources, IT, Security, HSS, Facilities, and other stakeholders.
• Coordinate badge, system-access, workspace, equipment, and other onboarding requests, while ensuring approvals and access decisions remain with the accountable functions.
• Track mandatory training, orientation, and onboarding requirements and follow up on outstanding administrative items before mobilization or access deadlines.
• Maintain organized shared drives, folders, administrative files, team records, and distribution lists in accordance with Company filing, privacy, retention, and access requirements.
• Maintain approved templates and current forms, remove or archive superseded administrative materials, and help team members locate the correct documents.
• Prepare, proofread, and format correspondence, meeting materials, notices, schedules, reports, presentations, and other administrative documents.
• Update procedures, work instructions, trackers, logs, and administrative records under the direction of the document owner; coordinate reviews and approvals where required.
• Retrieve and organize administrative records to support audits, assurance activities, internal reviews, and management requests.
• Receive and route general site and Operations enquiries, maintaining professional, timely, and service-oriented communication.
• Maintain effective handover notes at the end of each rotation so open actions, schedule changes, visitors, travel issues, and priority items remain visible and are progressed without interruption.
• Handle employee, travel, access, and operational information with appropriate confidentiality and discretion.
• Follow all Company HSSE requirements and site work practices and promptly report hazards, incidents, or concerns.
• Identify opportunities to improve administrative processes, standardization, information accuracy, coordination, and service delivery.
• Perform other duties within the scope of the role, as assigned.

Required Experience and Qualifications:

• At least five years of progressively responsible site administration, operations administration, project administration, or comparable coordination experience.
• Diploma or certificate in business administration, office administration, or a related discipline is preferred; an equivalent combination of education and experience will be considered.
• Experience supporting an industrial, construction, energy, natural resources, manufacturing, utilities, remote-site, or other operational environment is preferred.
• Demonstrated experience coordinating complex travel, workforce rosters, schedules, meetings, and changing logistical requirements.
• Advanced proficiency with Microsoft 365 applications, particularly Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.
• Experience using travel-booking, roster, scheduling, expense, document-management, learning-management, or site-access systems.
• Strong minute-taking, document formatting, proofreading, records organization, and action-tracking skills.
• Experience supporting onboarding, training coordination, visitor access, and cross-functional administrative processes.
• Ability to maintain accurate records and work effectively with confidential employee and business information.

Skills and Competencies:

• Highly organized and detail-oriented, with the ability to coordinate multiple deadlines, schedules, and stakeholders without losing accuracy.
• Strong judgement and initiative, including the ability to identify urgent operational matters, resolve routine issues independently, and escalate appropriately.
• Clear and professional written and verbal communication skills, with the ability to work effectively with frontline employees, managers, contractors, service providers, and visitors.
• Calm, adaptable, and service-oriented when responding to last-minute travel changes, schedule disruptions, competing priorities, or time-sensitive requests.
• Demonstrated discretion, professionalism, and respect for confidentiality.
• Collaborative approach and ability to build effective working relationships across Operations, Human Resources, HSS, IT, Security, Facilities, Finance, and external providers.
• Commitment to safe work, accountability, reliable follow-through, continuous improvement, and effective rotational handovers.

Additional Requirements:

• This is a site-based position working a 7-days-on/7-days-off rotation with 12-hour shifts.
• Ability and willingness to travel to and from the Woodfibre LNG site by marine vessel and comply with applicable transportation and site-access requirements.
• Ability to work in an active industrial and construction environment and comply with all site orientation, personal protective equipment, security, and HSSE requirements.
• Flexibility to provide occasional support outside scheduled hours when required to address urgent travel, access, or operational coordination needs.
• A valid driver’s license.
• Must be legally entitled to work in Canada.

Salary range: CAD 60,000 - 68,000 /yr