Administrative Assistant

at  Applus

Company Bio:
Applus+ is a global leader in the Testing, Inspection and Certification sector delivering non-destructive testing, inspection, engineering, and manpower services to the aerospace, power, and, oil and gas industries. We are a trusted partner who enhances the quality and safety of our clients’ assets and infrastructures while safeguarding their operations. We deliver this through our technical capabilities, innovative approach, and our motivated team who are committed to operational excellence.
Applus+ has achieved a significant global presence and a leading position in its target markets and regions. As a result, our teams have expanded with 19,000 professionals across the world, attracting the very best talent in the industry.
Together beyond standards.
Position Purpose:
The overall duty of this position is to provide administrative support within NDT operations by ensuring compliance with quality, client and industry requirements. The Administrative Assistant maintains all documentation in the HSQE department including QMS manuals and conducting reporting.
Due to the nature of this position there will be on-call and overtime requirements and some travel.

Duties and Responsibilities:

• Responds to management/client/regulatory requests for certification/compliance documents by email, fax and phone.
• Acts as the primary provider to retrieve client required Operator Qualification Reports, Procedures and Manuals; must maintain a high level of expertise in external databases such as Bistrainer, Veriforce, ISNetWorld, and EnergyU.
• Maintains a high level of understanding of clients’ continually changing Operator Qualification program requirements to assist Managers in providing qualified personnel.
• Ensures compliance with company procedures and policies.
• Maintains documentation for QMS and Customer-specific QA Program.
• Assists the Director, HSQE in creating and maintaining up to date the QMS Manuals, procedures and forms.
• Supports the safety team with HSE initiatives such as HSE stats gather, follow up on overdue training, GPS enforcement compliance including follow up with the regions on non-compliance issues, etc.
• Tracks and maintains employee qualifications, certifications and training, including SNT certifications and safety training related courses.
• Organizes files and maintains supporting documentation via spreadsheets and databases.
• Supporting operations technical report writing on a project basis, as needed.
• Adheres to organizational policies and procedures, including but not limited to all Applus
• Code of Ethics and Confidentiality Agreements.
• Other duties may be assigned as deemed necessary.

Knowledge and Skills:

• Firmly adheres to the values and ethics of Applus. Exhibits honesty, discretion, confidentiality, and sound judgment.
• Fundamental understanding of industry codes, regulations and practices and strong reporting skills.
• Knowledge of external databases such as Veriforce, ISNetWorld, and EnergyU is an asset.
• Ability to understand rough sketches and field notes.
• Excellent customer service focus, ability to quickly build strong working relationships with business partners and colleagues.
• Strong verbal and written communication skills matched with the ability to negotiate and build relationships with key stakeholders.
• A sense of urgency, good attention to detail, excellent organizational and analytical skills, pragmatic, eager to learn.
• Have the ability to establish and maintain effective and professional relationships with other management staff, employees, and the general public.
• Adapt in a fast-paced environment with the ability to manage competing priorities and multi-task with minimal supervision.
• Ability to problem solve including identifying issues and finding a resolution in a timely manner.
• Ability to excel in a team environment.Strong computer skills in MS Office, SharePoint and other software applications

Education and Work Experience:

• Post-secondary education in Office Administration from an accredited College is an asset.
• 3-5 years’ experience in Office Administration.
• Prior NDT industry experience is an asset.
• Equivalent industry experience combined with other formal training and accreditations may be accepted

TECHNICAL REPORT WRITING DUTIES WILL BE AS FOLLOWS:

• Coordinating various NDT reporting by performing data entry, compiling reports and surveys, report preparation, distribution and submission.
• Reviewing field drawings and inspection reports and editing for accuracy and completeness.
• Providing NDT Technicians with required report history on repeat jobs\projects and assisting with report preparation.
• Liaising with technical staff, operations management and client’s representatives to ensure quality in reporting.
• Developing new report formats\templates for the ease of data collection in the field.
• Managing report database(s) and library including organizing and filing electronic and hard copy media files.
• Ensuring reporting aligns with quality management initiatives.

Knowledge and Skills:

• Firmly adheres to the values and ethics of Applus. Exhibits honesty, discretion, confidentiality, and sound judgment.
• Fundamental understanding of industry codes, regulations and practices and strong reporting skills.
• Knowledge of external databases such as Veriforce, ISNetWorld, and EnergyU is an asset.
• Ability to understand rough sketches and field notes.
• Excellent customer service focus, ability to quickly build strong working relationships with business partners and colleagues.
• Strong verbal and written communication skills matched with the ability to negotiate and build relationships with key stakeholders.
• A sense of urgency, good attention to detail, excellent organizational and analytical skills, pragmatic, eager to learn.
• Have the ability to establish and maintain effective and professional relationships with other management staff, employees, and the general public.
• Adapt in a fast-paced environment with the ability to manage competing priorities and multi-task with minimal supervision.
• Ability to problem solve including identifying issues and finding a resolution in a timely manner.

• Ability to excel in a team environment.Strong computer skills in MS Office, SharePoint and other software applications.

Education and Work Experience:

• Post-secondary education in Office Administration from an accredited College is an asset.
• 3-5 years’ experience in Office Administration.
• Prior NDT industry experience is an asset.
• Equivalent industry experience combined with other formal training and accreditations may be accepted.

Working Conditions:

• The physical environment requires the employee to work inside an office environment, protected from weather conditions but not necessarily from temperature changes.
• The work is primarily sedentary.
• The noise level in the work environment is usually quiet to moderate.
• Work outside of normal business hours will be occasionally required.
• Overtime required during the week and weekend with work volume.
• Ability to be flexible with work schedules and respond to requests without advance warning or notification.
• Occasional to frequent travel will be required within Canada.

We are an equal opportunity employer and encourage applications from all qualified individuals. We are committed to providing a diverse and inclusive work environment where every employee feels valued and respected. We will consider accessibility accommodations to applicants upon request.

Duties and Responsibilities:

• Responds to management/client/regulatory requests for certification/compliance documents by email, fax and phone.
• Acts as the primary provider to retrieve client required Operator Qualification Reports, Procedures and Manuals; must maintain a high level of expertise in external databases such as Bistrainer, Veriforce, ISNetWorld, and EnergyU.
• Maintains a high level of understanding of clients’ continually changing Operator Qualification program requirements to assist Managers in providing qualified personnel.
• Ensures compliance with company procedures and policies.
• Maintains documentation for QMS and Customer-specific QA Program.
• Assists the Director, HSQE in creating and maintaining up to date the QMS Manuals, procedures and forms.
• Supports the safety team with HSE initiatives such as HSE stats gather, follow up on overdue training, GPS enforcement compliance including follow up with the regions on non-compliance issues, etc.
• Tracks and maintains employee qualifications, certifications and training, including SNT certifications and safety training related courses.
• Organizes files and maintains supporting documentation via spreadsheets and databases.
• Supporting operations technical report writing on a project basis, as needed.
• Adheres to organizational policies and procedures, including but not limited to all Applus
• Code of Ethics and Confidentiality Agreements.
• Other duties may be assigned as deemed necessary