Labour Relations Assistant/Receptionist

BCMEA represents approximately 49 waterfront employers and, by extension, the more than 9,400 people who work for them. BCMEA’s customer-members are ship owners and agents, stevedores, container, bulk, break bulk and cruise ship terminal operators. We help optimize our members’ operations by providing our expertise in labour relations, safety & training, and recruitment of the waterfront workforce.

Vancouver, BC

BC Maritime Employers Association

<p>The BCMEA represents approximately 49 waterfront employers and, by extension, the more than 8,500 men and women who work for them. Our customer- members are ship owners and agents, stevedores, container and cruise ship terminal operators. We help optimize our members&rsquo; operations by adding our expertise in labour relations, safety &amp; training, and recruiting.</p> <p>BCMEA member companies are a vital part of the BC economy and a mainstay of the coastal community. Operating 24 hours a day, 365 days a year, our partners move 60 million tonnes of goods worth 53 billion dollars around the globe every year. If you&rsquo;ve got it, we helped you get it.</p> http://www.bcmea.com/

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On-Site

Salary + Benefits

Overview: <p>Reporting to the Labour Relations Manager, the Labour Relations Assistant/Receptionist provides administrative support to the Labour Relations team while also serving as a welcoming, professional first point of contact for employees, guests, and external stakeholders at BCMEA&rsquo;s main reception desk.</p> <p>This role is located at the main reception desk and is fully on-site, five days per week, in support of our operations.</p>
Responsibilities: <p><strong>Labour Relations Administration</strong></p> <ul> <li>Provide administrative support to the Labour Relations Team and senior departmental leaders.</li> <li>Assist Labour Relations Managers and the Labour Relations Officer by drafting, finalizing and distributing discipline letters, sending grievance responses, and filing all related documents digitally and in paper files.</li> <li>Draft correspondence, schedule meetings, photocopy documents, order couriers, and respond to telephone inquiries.</li> <li>Organize and maintain department electronic and paper filing systems, including electronic records for arbitrations.</li> <li>Assist management with bargaining preparation as needed.</li> <li>Verify and confirm requests received from the Union.</li> <li>Handle confidential labour relations documents and information with discretion and in accordance with the privacy policy and department processes.</li> <li>Track labour relations correspondence, requests, and deadlines to support timely follow-up and accurate records.</li> <li>Send all-member communications, including union meeting notices, statutory holiday notices, and daylight savings reminders.</li> <li>Maintain Labour Relations Managers&rsquo; on-call schedule and notify Dispatch Team of schedule updates.</li> <li>Analyse maternity and parental leave applications for employees.</li> <li>Coordinate with union representatives to fill weekly regular workforce requests.</li> <li>Receive, track, and process timesheets for pay claims.</li> <li>Scheduling, copying materials, creating binders and organizing catering for LR training programs.</li> <li>Process vacation advances.</li> <li>Review and complete board promotions, demotions, First Aid board moves, and related updates.</li> </ul> <p><strong>Reception</strong></p> <ul> <li>Provide reception coverage during lunch hours, breaks, and other periods as needed.</li> <li>Greet visitors and direct them to the appropriate person or department.</li> <li>Monitor and manage phone line, including screening and directing calls</li> <li>Sign in visitors, provide temporary building passes if required</li> <li>Assist with scheduling appointments for visitors and meeting room bookings.</li> <li>Provide information to internal and external contacts by email, phone, or in person.</li> <li>Manage incoming and outgoing mail and packages.</li> <li>Maintain and order office supplies as needed.</li> <li>Maintain a clean, organized, and professional reception area.</li> <li>Research and coordinate hotel and travel arrangements as required.</li> </ul> <p><strong>General Administration</strong></p> <ul> <li>Maintain and update spreadsheets, trackers, and administrative records as required.</li> <li>Assist with the administration, coordination, and logistical efforts of special projects as required.</li> <li>Manage and reconcile the corporate credit card.</li> <li>Organize and order catering as required.</li> </ul>
Requirements: <ul> <li>2+ years of office or administrative experience, or an equivalent combination of education and experience.</li> <li>Experience or education in office administration, labour relations, human resources, or a related field is considered an asset.</li> <li>Proficient with Microsoft 365 products, primarily Outlook, Word and Excel; experience with Power BI is an asset.</li> <li>Strong organizational and multitasking skills, with the ability to prioritize competing deadlines and maintain attention to detail in a fast-paced environment.</li> <li>Effective verbal and written communication skills.</li> <li>Superior customer service skills, with the ability to respond to difficult or sensitive situations quickly and diplomatically.</li> <li>Exceptional critical thinking and problem-solving skills, with the ability to resolve issues in a timely and professional manner.</li> <li>Ability to work collaboratively as part of a team and establish positive working relationships.</li> <li>Ability to exercise tact and discretion when dealing with confidential and sensitive information.</li> <li>Ability to work independently with minimal supervision.</li> </ul>