Site Administrative Assistant

Ambler Metals LLC•Ambler, AK

12d•Onsite

About The Position

The Site Administrative Assistant provides administrative, scheduling, travel, and office support for remote camp operations, ensuring accurate records, smooth daily workflows, and professional communication while contributing to a safe and well‑organized camp environment. Safety Identify and help mitigate safety hazards Participate in daily tool box meetings Follow site safety procedures when performing tasks Administrative Track employee schedules, book and track travel arrangements in a timely, efficient and cost-effective manner; ensure all accounting documentation is in place Gather and record appropriate employee, contractor and visitor information in a timely manner; ensure that the personnel tracker is always up-to-date Set up and maintain office network of laptops, printers and phones Generate tent assignments for incoming personnel Assist with new hire paperwork and procedures in a compliant and prompt manner Register personnel with timekeeping system, train on its use and troubleshoot the application; gather signed time sheets at the end of the pay period Answer and direct phone calls Enter fuel log information; identify and communicate any discrepancies Produce and distribute professional memos, letters and forms and posters Develop and maintain an office filing system Maintain inventory and order office supplies Provide general support to visitors Record and disseminate accurate and professional meeting minutes Assist with orienting new staff, visitors and contractors; maintain accurate record of orientation completion Assist with bag searches Create and maintain updated electronic communication board information Facilitate a regular schedule of varied camp recreational activities Collaboratively problem-solve and address ineffective procedures Assist with inventory management Photocopy and print out documents on behalf of other colleagues Perform data entry and scan documents Licensed drivers may be asked to transport personnel to and from flights May be asked to periodically assist or work in other departments Communication Report all safety, environmental and security incidents to the company Complete incident reports Answer general questions from staff, personnel and visitors

Requirements

High School Diploma or GED
A minimum of 1 year of experience in an administrative or clerical role is required, work in a remote setting
Ability to work professionally and effectively as part of a team
Skilled in the use of Word, Excel, Outlook, Teams, Adobe
Excellent planning and organizational skills
Ability to exercise good judgement, discretion and maintain confidentiality
Good verbal, reading, listening and written communication skills
Ability to work with attention to detail and a high level of accuracy
Skilled in communicating professionally in person, on the phone and via email
Ability to work in a busy office with constant interruptions
Ability to be flexible and adaptable to change
Skill in prioritizing tasks in order to complete them in a timely manner
Ability to perform light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects
Ability to work for long periods in a remote location

Nice To Haves

Office management coursework, certification or degree preferred

Responsibilities

Identify and help mitigate safety hazards
Participate in daily tool box meetings
Follow site safety procedures when performing tasks
Track employee schedules, book and track travel arrangements in a timely, efficient and cost-effective manner; ensure all accounting documentation is in place
Gather and record appropriate employee, contractor and visitor information in a timely manner; ensure that the personnel tracker is always up-to-date
Set up and maintain office network of laptops, printers and phones
Generate tent assignments for incoming personnel
Assist with new hire paperwork and procedures in a compliant and prompt manner
Register personnel with timekeeping system, train on its use and troubleshoot the application; gather signed time sheets at the end of the pay period
Answer and direct phone calls
Enter fuel log information; identify and communicate any discrepancies
Produce and distribute professional memos, letters and forms and posters
Develop and maintain an office filing system
Maintain inventory and order office supplies
Provide general support to visitors
Record and disseminate accurate and professional meeting minutes
Assist with orienting new staff, visitors and contractors; maintain accurate record of orientation completion
Assist with bag searches
Create and maintain updated electronic communication board information
Facilitate a regular schedule of varied camp recreational activities
Collaboratively problem-solve and address ineffective procedures
Assist with inventory management
Photocopy and print out documents on behalf of other colleagues
Perform data entry and scan documents
Licensed drivers may be asked to transport personnel to and from flights
May be asked to periodically assist or work in other departments
Report all safety, environmental and security incidents to the company Complete incident reports
Answer general questions from staff, personnel and visitors