SENIOR ADMINISTRATIVE ASSISTANT

ABOUT US
Quester Tangent has had the privilege of being at the forefront of the train technology industry for over 30 years. Based on Canada’s beautiful Pacific Coast, our talented team takes pride in helping to make smarter and more connected trains through every stage of the lifecycle
- from design to ongoing support. Our leading-edge solutions help enhance public transit systems across North America, making travel safer, more efficient, and comfortable for everyone. When you join Quester Tangent you will be joining a closely-knit team that is passionate about the work we do and the positive impact it has on transit systems. Working on large, multi-year projects allows you to see the long-term difference you are making. If you would love to contribute to meaningful change in the world’s transit networks, Quester Tangent would love for you to join our team. THE ROLE: The Senior Administrative Assistant is responsible for the day-to-day execution of corporate travel, office administration, HR administration, payroll, and overall office management activities. This position ensures that employees and visitors are supported by an organized, professional, well-equipped, clean, and welcoming workplace. The role combines senior-level administrative judgment with practical, hands-on responsibility for office operations. The successful candidate anticipates requirements, independently manages competing priorities, follows through on commitments, and identifies improvements to administrative processes. Responsibilities include coordinating complex travel arrangements, maintaining confidential records, supporting employee onboarding/offboarding and other HR processes, administering payroll and benefits, managing office supplies and service providers, and maintaining the organization, cleanliness, and tidiness of shared spaces. COMPENSATION: The salary range for this role is $80,000 to $90,000 per year, though actual compensation may vary based on factors such as experience and qualifications. Corporate Travel Coordination
- Serve as the primary corporate point of contact for employee travel; coordinating arrangements between travellers and the Company’s designated travel provider.
- Arrange flights, accommodation, ground transportation, rental vehicles, and other approved travel services with the designated travel provider.
- Confirm required approvals, travel dates, business purposes, project or cost codes, and budget considerations before bookings are finalized.
- Review travel options and identify appropriate opportunities to control costs while considering schedules, employee needs, and business requirements.
- Prepare and distribute complete itineraries, booking confirmations, contact details, and relevant travel instructions.
- Coordinate required business travel documentation, including company support letters and administrative requirements relating to passports, visas, and entry documentation, referring specialized questions to the appropriate provider or internal authority.
- Confirm that travellers complete travel insurance questionnaires, maintain applicable insurance/benefit information, emergency contacts, and required pre-travel forms and/or instructions.
- Coordinate travel-related equipment and supplies, including corporate laptop sign-out and mobile connectivity arrangements (SIM cards), with IT and other departments.
- Assist with itinerary changes, cancellations, refunds, unused ticket credits, and travel disruptions.
- Maintain current travel records, track outstanding credits, and reconcile bookings and invoices with Finance.
- Support employees with travel expense documentation and follow up on missing receipts or other required information.
- Monitor service quality and recurring travel issues,



recommending improvements to booking practices and administrative procedures. Human Resources and Payroll Administrative Support Maintain employee files and HR records with a high level of accuracy, discretion, and confidentiality.
- Support the administration of employee changes, acknowledgements, training records, and other required documentation.
- Track probationary reviews, performance review deadlines, mandatory training, and other HR milestones.
- Administer the Company bi-monthly payroll, ensuring accuracy of information and record keeping, as well as timely processing of pay and remittances.
- Coordinate recruitment administration, including approved job postings, interview scheduling, candidate correspondence, and interview materials.
- Coordinate onboarding activities, including orientation schedules, required forms, employee information, access requests, workstation readiness, and introductions.
- Liaise with IT, managers, and other departments to ensure onboarding requirements are completed before and during an employee’s arrival.
- Assist with benefits and leave administration by distributing approved information, collecting required documentation, and referring questions to the appropriate HR or benefits contact.
- Coordinate employee offboarding checklists, including the return of company property and notifications to relevant departments.
- Compile routine HR information and reports for authorized review.
- Coordinate room bookings and any required catering and meeting preparation.
- Update active directory, contact lists, administrative records, and shared calendars.
- Coordinate incoming and outgoing mail, couriers, deliveries, and document distribution.
- Support the preparation and administration of corporate services purchase requests, purchase orders, invoices, and expense submissions within delegated authority. Office Management
- Respond professionally to employee, visitor, vendor, and external inquiries, resolving routine matters and directing other requests appropriately.
- Maintain a professional, orderly, clean, and welcoming office environment.
- Conduct regular checks of reception area, meeting rooms, kitchens, lunchrooms, supply areas, and other designated shared spaces.
- Organize cupboards, storage areas, stationery, office equipment, and shared resources so that materials are easy to locate and appropriately stored.
- Establish and maintain practical systems for labelling, storage, replenishment, and the removal of obsolete or unnecessary items.
- Order and replenish office supplies, kitchen supplies, refreshments, cleaning supplies, and other approved consumables.
- Monitor inventory levels, usage, delivery timing, and costs to prevent shortages and unnecessary purchasing.
- Complete routine light cleaning and tidying as required, including wiping shared surfaces, clearing meeting rooms, organizing kitchen counters, and putting supplies away.
- Ensure meeting rooms are ready before use and restored to an orderly condition afterward.
- Monitor waste and recycling areas and arrange additional service when required.
- Coordinate contracted cleaning services, communicate service expectations, and follow up on deficiencies.
- Encourage shared responsibility for workplace housekeeping and communicate expectations respectfully and consistently.
- Support company 5S initiatives through sorting, organization, cleanliness,



standardization, and ongoing upkeep.
- Support the coordination of office moves, workstation changes, furniture deliveries, and meeting room arrangements with relevant departments.
- Support the administration of keys, access cards, visitor access, and related records in accordance with company procedures. QUALIFICATIONS, SKILLS AND ABILITIES:
- Diploma or degree in Office Administration, Business Administration, Human Resources, or a related discipline.
- More than seven (7+) years of progressively responsible administrative experience, including significant experience as a Senior Administrative Assistant, Executive Assistant, Office Manager, or in a comparable role.
- PCP designation is considered a significant asset.
- Demonstrated experience coordinating domestic and international business travel, including complex bookings, itinerary changes, and expense documentation.
- Experience administering payroll and remittances for hourly and salaried personnel.
- Experience using QuickBooks desktop.
- Proven experience managing office operations, suppliers, supplies, shared spaces, and routine facilities requirements.
- Experience supporting confidential HR administration, employee onboarding, and personnel records.
- Advanced proficiency with Microsoft Word, Excel, Outlook, PowerPoint, Teams, and shared document systems.
- Experience preparing professional correspondence, reports, presentations, meeting minutes, and administrative procedures.
- Experience in an engineering, manufacturing, technology, or project-based organization is an asset.
- Strong organizational and time management skills.
- High attention to detail and accuracy.
- Ability to manage multiple tasks and follow through on commitments.
- Strong written and verbal communication skills.
- Customer service orientation with a skilled approach. WHY JOIN QUESTER TANGENT?
- Expertise and Innovation: At Quester Tangent, your ideas shape our future. Our creative community tackles challenges together, celebrating each step forward.
- Impactful Work: As a passionate team, we're devoted to improving public transit and making a real difference in communities worldwide.
- Growth and Development: We invest in your development through mentorship and opportunities, helping you build expertise and advance your career.
- Work-Life Balance: We value your time outside of work and encourage you to disconnect and recharge after hours.
- Inclusive Culture: Your unique perspective makes us better. Here, differences are celebrated, and every voice shapes our success.
- Perks and

Benefits:
From quarterly "me days" to engaging company events, our robust compensation package supports your well-being. *Quester Tangent Corporation is an equal opportunity employer and encourages applicants from diverse backgrounds, including women, Indigenous peoples, persons with disabilities, and members of visible minorities. We are committed to providing accommodation throughout all stages of the recruitment process in accordance with the British Columbia Employment Standards Act (ESA). If you require accommodation during the hiring process, please inform the Human Resources representative. All information regarding accommodation requests will be handled with the utmost confidentiality.
* Pay: $80,000.00-$90,000.00 per year

Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care Application question(s):
- Are you located in Victoria, BC.
- Do you have payroll experience?
- Do you have experience with travel administration? Licence/Certification:
- PCP Certification (preferred) Work

Location:
In person

📌 Senior Administrative Assistant (Saanichton)
🏢 Quester Tangent
📍 Saanichton