Job Summary

Our client is actively searching for a detail-oriented Administrative Assistant to join their team. Reporting directly to the Manager and under the supervision of the Assistant Manager, the Administrative Assistant provides a broad range of administrative support to ensure the effective operation of the office. The incumbent will work closely with other staff and will be required to rely on proven professional skills, initiative and judgment when completing tasks.

Responsibilities

  • Fielding phone calls, ensuring polite, timely responses
  • Assist as a phone backup for other internal departments as required
  • Coordinate meetings and conference calls for both internal and external stakeholders
    • Coordinate service calls with clients
    • Ensure all client information has been received prior to work execution
  • Review and submission of service quotes to Senior Management
  • Job costing using excel, ensuring the timely entry of all payroll and material data
  • Filing
  • Ensure the collection and tracking of signed contracts and applicable deposits
  • Review timesheets of employees to ensure accuracy and time management
  • Prepare payroll summary for review by Senior Management
  • Invoicing using corporate accounting software, daily
  • Maintaining a vast product knowledge understanding, in order to:
    • Order supplies
    • Understand the urgency of calls and problem solve as required
    • Source cost of new products for builders as requested
    • Keep up with new technology
  • Ensuring all contractors are up to date with safety and job-related training
  • Complete other ad hoc duties as required
  • Handle all manufacturer warranty claims, forms and the disposal of warranty parts

Experience and Qualifications

  • A minimum of 2 years of recent administrative experience within a fast-paced environment
  • Advanced knowledge of Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Teams & OneNote), and exposure to Accounting Software.
  • University degree or a post-secondary diploma with relevant experience will be considered an asset.
  • Experience in material management environments is considered a strong asset.

Personal Fit

We’re looking for someone who is:

  • A strong communicator: You use strong verbal, written, interpersonal and administrative skills to assist the team, and are able to adapt to different communication styles.
  • A team player: You are able to effectively work with all individuals and sustain cooperative and respectful working relationships with a variety of individuals within and external to the company.
  • Resourceful: You’re resourceful and forward-thinking with an ability to problem-solve, take initiative and respond effectively to issues that arise.  Ability to grasp complex situations and act with intellect and competence.
  • Detail-oriented: You are analytical and detail-oriented, focused on producing accurate and high-quality work. You are comfortable with assigned projects which include research and analysis.
  • Organized: You are comfortable handling multiple demands and competing priorities, and easily adapt to new ideas and constant changes. Through time-management skills, you are able to allocate your time effectively, and successfully handle a wide variety of time-sensitive matters.

Compensation

  • Full time (8am to 5pm) with 1 hour lunch, Monday to Friday
  • Company benefits after successful completion of the 6-month probationary period
  • Company pension offered after successful completion of 1 year of employment

How to Apply

Interested applicants are to submit a resume, cover letter and salary expectations in confidence to Susan C. Black, CPHR at sblack@fhblack.com