Administrator- PREM- Milton

The Cook Chill Food Production Center is located on the grounds of the Maplehurst Correctional Facility; however, Cook Chill operates as an independent production facility and is separate from Maplehurst Corrections. There are no inmates on site at any time. Civeo Premium associates do not have any interaction with, nor access to, inmates.

We are seeking a responsible and competent Administrator to manage the overall administrative functions of the CCFPC. This role provides comprehensive administrative, secretarial, and clerical support to ensure the office operates efficiently and effectively. The Administrator will be responsible for prioritizing workloads, managing multiple tasks, and working independently with minimal supervision. The ideal candidate is self‑motivated, organized, trustworthy, and confident in supporting leadership and operational teams. Key responsibilities include database management and the preparation of timely, accurate reports for management. The Administrator will create, maintain, and update spreadsheets, databases, and presentations, and provide administrative support to leadership staff as required to support business operations.

Responsibilities:

• Serve as the first point of contact for the office by answering and directing phone calls, managing emails and inquiries, and welcoming and directing visitors to designated meeting areas.

• Provide administrative support to the General Manager, Director of Food Services, Assistant Director of Food Services, Contract Manager, and Department Managers, including support for Ministry‑required documentation and reporting.

• Manage, maintain, and update all administrative documentation, databases, reports, records, files, and calendars to ensure accuracy and compliance.

• Prepare and manage daily, weekly, monthly, quarterly, and annual corporate and Ministry reports and documentation.

• Manage administrative workloads, data processing, and provide interdepartmental administrative support as required.

• Prepare reports, presentations, and proposals as assigned; ensure documents are accurately completed, filed, scanned, and submitted in a timely manner.

• Provide word‑processing and data‑processing support to other departments as required.

• Coordinate office activities and operations to support efficiency and compliance with company policies and procedures.

• Create, update, and maintain employee records and databases, ensuring personnel and financial data is accurate and current.

• Coordinate maintenance and repair of office equipment, including copiers and printers.

• Control access to the facility and monitor building conditions; ensure all visitors have required clearance and are logged and tracked appropriately.

• Receive incoming courier packages and prepare outgoing shipments; coordinate weekly mail pick‑up and distribution to management.

• Maintain and track police clearance documentation to ensure ongoing compliance with Ministry requirements.

• Support hiring and onboarding processes by maintaining up‑to‑date hiring documentation and preparing training and onboarding packages.

• Maintain reception, front office, screening areas, and boardrooms in a clean, organized, and well‑stocked condition.

• Monitor and maintain adequate inventory levels of office supplies.

• Manage boardroom bookings and coordinate catering for meetings and client events, including occasional off‑site pickups.

• Monitor voicemail messages to ensure compliance with Ministry requirements.

• Participate in training sessions, meetings, and special projects as required.

• Provide administrative support to all departments as needed.

• Demonstrate working knowledge of Ministry procedures and protocols and actively contribute as a team member.

• Perform ad hoc duties as assigned.

• Perform all duties in accordance with established objectives, standards, company policies, and procedures.

• Perform additional production duties as assigned by the manager

Qualifications 

• University degree, post-secondary education, or an equivalent combination of education and experience. 

• Proven experience as an Office Administrator, Administrative Assistant, or in a similar administrative role. 

• Strong team player with excellent interpersonal and communication skills, able to interact effectively at all levels of the organization. 

• Demonstrated ability to work independently, take initiative, troubleshoot issues, think creatively, and solve problems. 

• Exceptional prioritization and time management skills. 

• Strong organizational skills and attention to detail, with the ability to manage multiple tasks efficiently. 

• Ability to adapt to changing business needs and adjust work routines or priorities as required. 

• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint). 

• Solid understanding of operational standards, policies, and procedures. 

• Excellent written and verbal communication skills in English. 

• Positive attitude and commitment to customer service. 

• Ability to maintain accuracy and high standards of work under tight deadlines. 

• Successful completion of vulnerable sector check, criminal record check, and any other required security clearances

What we offer

• Comprehensive benefits package, which includes dental, vision, life insurance, and extended health coverage

• Health or Personal Spending Account

• Employee & Family Assistance Program (EFAP)

• RRSP/DPSP Match Program

• Professional Development 

We are dedicated to employment equity and continuously strive to enhance our diversity and inclusion practices, fostering a respectful and collaborative workforce. We seek applicants with diverse skills, experiences, and competencies to make a meaningful impact on the lives of those living and working away from home.

If you want to join a forward-thinking and innovative company that values and rewards teamwork, hard work, and quality, please apply! We thank all applicants for their interest, but only those selected for the next stage will be contacted. To apply, please submit your resume online to https://civeo.com/people-careers/job-opportunities/

Please note while this position is posted on Civeo’s careers site, it may also appear on external job boards. These third‑party platforms may use automated tools—including artificial intelligence—for screening or matching applicants, and Civeo does not manage or influence those processes. To ensure your application reaches our hiring team, we encourage you to apply directly through the official Civeo Careers website.