Administrative Assistant

ASI Marine is a division of ASI Group Ltd. which was founded in 1987 by a group of individuals with backgrounds in marine biology, commercial diving, and marine construction. The company has grown extensively throughout its existence, providing industries and governments worldwide with leading-edge underwater services focused on the assessment, maintenance, rehabilitation, and construction of underwater infrastructure and environments.

A full range of underwater services is offered at ASI, including inspections, commercial diving, marine geophysical surveys, and hydrographic surveys. Our team of experts employs a fleet of advanced robotic vehicles that are equipped with the latest in sonar and video imaging, survey, and inspection technologies. ASI is a leader in the application of sonar technology in making highly accurate 3D models of underwater infrastructure.

Our services are provided from offices located in Canada and the United States. Our corporate office, located in Stoney Creek, Ontario, serves as our company headquarters and includes an 18,500-gallon indoor test tank, along with fabrication shops.

Our Vancouver office was opened in 2015 and is located at 112-1525 Broadway Street in Port Coquitlam, British Columbia. This facility, complete with office and shop areas, is our headquarters for Western Canada and some internationally-based markets. Our qualified personnel facilitate a means to develop custom underwater tooling systems, underwater mock-ups, test equipment, and underwater service procedures before mobilizing to project sites.

Our business model is focused on providing clients with innovative and specialized underwater services in a safe and efficient manner. Our existence depends on the goodwill of our clients and partners; therefore, quality assurance and quality control (QA/QC) are integral aspects of our business.

ASI Marine is currently searching for an experienced and skilled Administrative Assistant for their Port Coquitlam BC office to provide support to our growing office. The successful candidate will be able to efficiently support management and staff with excellent computer and organizational skills. The ability to multi-task, juggle multiple projects and deadlines, while maintaining quality and accuracy is essential.

Brief Job Description:

  • Provide high quality, efficient administrative support to a group of management and professional staff

  • Coordinate preparation and distribution of reports and proposals in a deadline-driven environment

  • Format, proof and compile reports and proposals, prepare and distribute correspondence, invoices, manuals, and various documents following specific company procedures

  • Assist Project Managers in responding to Requests for Proposals and Vendor Pre-qualification requirements

  • Perform administrative procedures in accordance with the company Quality Management System and Safety Management System

  • Maintain organized filing system (hard copy and electronic files)

  • Correspond with clients in a professional manner

  • Online media updates to company LinkedIn and Twitter; content uploads, networking emails, working in conjunction with ASI Marine Sales & Marketing

  • Attend meetings, take minutes and distribute a record of the discussion

  • Welcome visitors, direct calls and complete errands outside of the office

  • Coordinate travel arrangements

  • Handle courier packages

Experience and Qualification Requirements:

  • Post-secondary education in Office Administration or similar

  • Minimum of three years of experience as an Administrative Assistant

  • Advanced computer skills in Microsoft Office (Word, Excel, PowerPoint) (experienced in editing and formatting large documents including the use of styles, table of contents, headers, footers, text boxes, pictures, captions, hyperlinks, etc.)

  • Proficient computer skills in Microsoft Outlook, Access, Adobe Acrobat Pro, Internet research. Experience with CorelDraw would be an asset.

  • Demonstrated experience in busy, demanding office environment supporting management and other staff

  • Ability to handle challenging callers and visitors with professionalism

  • Experience preparing proposals, reports and invoices within deadlines

  • An understanding of the ISO Quality Management System would be an asset

  • Able to effectively multi-task and prioritize workload; juggle multiple projects simultaneously

  • Strong attention to detail; excellent organizational and time-management skills

  • Good problem-solving skills; able to work independently

  • Excellent written and verbal communication skills; excellent command of English language

  • Valid Driver’s License

ASI Marine is an equal opportunity employer committed to providing employment opportunities, recruitment and selection processes that are inclusive.

Please contact the Human Resources Manager at 905-643-3283 if you require accommodations to ensure your accessibility needs are addressed throughout the process. Information received relating to accommodation will be kept confidential.