About the Role

GreenPump Energy is looking for a highly organized, friendly, and proactive Administrative Assistant to support our day-to-day office operations and help keep our growing team running smoothly.

This role is ideal for someone who enjoys working with people, staying organized, handling multiple priorities, and being the person others can rely on to get things done. You will be one of the first points of contact for clients, guests, vendors, and team members, so a positive attitude, strong communication skills, and a welcoming personality are essential.

Core Duties & ResponsibilitiesVisitor Reception & Front Office

- Greet clients, guests, vendors, and visitors in a warm and professional manner.
- Coordinate visitor access and direct guests to the appropriate office or meeting space.
- Answer and route incoming phone calls and general inquiries.
- Serve as a friendly and professional first point of contact for the company.
- Help create a welcoming, positive atmosphere for visitors and the internal team.

Office Operations
- Order and maintain office supplies and equipment.
- Monitor inventory and ensure the office has the supplies needed for daily operations.
- Coordinate basic troubleshooting and maintenance for office equipment such as printers, copiers, and other devices.
- Handle incoming and outgoing mail, courier packages, and deliveries.
- Help maintain a clean, organized, and functional office environment.
- Coordinate with vendors and service providers when needed.

Data & Document Management
- Organize, file, scan, and digitize paper documents and records.
- Maintain accurate spreadsheets, databases, and internal records.




- Organize and maintain digital files and cloud storage platforms such as SharePoint and Google Drive.
- Ensure documents are properly named, organized, and easy to retrieve.
- Retrieve and provide information or documents when requested.
- Support the team with general data entry and administrative tasks.

Correspondence & Communication
- Screen and route phone calls, emails, and general inquiries.
- Draft and format emails, memos, letters, and other business correspondence.
- Communicate professionally with clients, vendors, contractors, and internal team members.
- Follow up on administrative requests and ensure tasks are completed on time.
- Support internal communication and coordination across departments.

Financial & Travel Support
- Assist with monthly expense reports and receipt tracking.
- Collect, organize, and process invoices and supporting documentation.
- Maintain accurate records of expenses and administrative transactions.
- Assist with booking flights, hotels, transportation, and other travel arrangements for team members.
- Provide general administrative support to management and other departments as required.

Key Skills & QualificationsCommunication & Interpersonal Skills
- Excellent verbal and written communication skills.
- Comfortable speaking with clients, guests, vendors, and internal team members.
- Friendly, approachable, and confident personality.




- Ability to create a positive and welcoming atmosphere in the office.
- Comfortable engaging with people and bringing positive energy to the team.

Organization & Multitasking
- Highly organized with solid attention to detail.
- Ability to prioritize competing tasks and manage multiple deadlines.
- Strong time-management and follow-up skills.
- Able to work independently while knowing when to ask questions or seek support.
- Comfortable working in a fast-paced and growing environment.

Software Proficiency
- Strong working knowledge of Microsoft 365, including Word, Excel, Outlook, and PowerPoint, or Google Workspace.
- Comfortable learning and working with cloud-based systems and digital tools.
- Strong computer skills and ability to organize digital information efficiently.

Discretion & Professionalism
- Able to handle confidential company, employee, financial, and client information with discretion.
- Demonstrates professionalism, reliability, and sound judgment.
- Maintains confidentiality and treats sensitive information appropriately.

What We're Looking For We’re looking for someone who is organized, dependable, positive, and people-oriented. You don’t need to wait to be told what to do. You notice what needs to be done, take ownership, and help keep things moving.

If you enjoy working with people, staying organized, solving everyday problems, and being part of a growing team, we’d love to hear from you.

Pay: $18.00-$23.00 per hour

Expected hours: 40.0 per week

Benefits

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Administrative Assistant (Halifax Regional Municipality)
🏢 Green Pump Energy
📍 Halifax Regional Municipality