SUMMARY OF JOB

The role of an Administrative Assistant is crucial for ensuring the smooth and efficient functioning of the company’s administrative operations. This role involves a wide range of responsibilities that contribute to the overall success of the company:
1. Administrative Support:
· Managing office supplies and equipment to ensure smooth daily operations.
· Handling incoming and outgoing correspondence, including emails and phone calls.
· Maintaining and organizing company records and documents.
2. Communication Hub:
· Serving as a central point of contact between different company locations and departments.
· Coordinating communication between employees, management, and external stakeholders.
3. Scheduling and Coordination:
· Scheduling appointments, meetings, and job assignments
· Ensuring that resources (e.g., equipment, materials, personnel) are allocated efficiently to meet project deadlines.
4. Problem Solving:
· Addressing day-to-day operational issues and finding solutions to keep the operations running efficiently.
· Collaborating with management to implement process improvements.
5. Customer Service:
· Responding to customer inquiries, addressing concerns, and ensuring a high level of customer satisfaction.
· Assisting with the resolution of customer issues or complaints.
6. Financial Support:
· Assisting with basic financial tasks such as invoicing, expense tracking, and payroll coordination.
· Collaborating with the finance department to manage budgetary requirements for office operations.
7. Employee Support:
· Responsible for the onboarding process for new employees, including paperwork and orientation.
· Managing employee records and personnel files, ensuring compliance with HR policies.
8. Office/Building Maintenance:
· Overseeing the cleanliness and maintenance of all offices and buildings.
· Coordinating repairs and maintenance as needed.
9. Data Management:
· Maintaining databases and spreadsheets related to projects, clients, and employees.
· Generating reports and providing data analysis as required.
10. Compliance and Documentation:
· Ensuring that the company complies with all relevant regulations and safety standards.
· Managing documentation related to permits, licenses, and certifications.
11. Crew Lead Supervision
· The Administrative Assistant will actively monitor the performance and efficiency of the Crew Lead by ensuring adherence to their responsibilities and collecting relevant reports
In summary, the Administrative Assistant plays a pivotal role in supporting the administrative, communication, and operational functions. This role requires strong organizational, communication, and problem-solving skills to ensure the company operates smoothly and effectively.
Daily Tasks (8-1):
- Help answer phones through the day
- Daily Attendance
- Look over reports daily and ensure follow-ups on missing information
- Random Job Review Daily (1 per estimator)
- Assist estimators with setting up inspections when requested
- Assist Paul Schmidt when requested/required
- Assist office team when needed
- Oversee On Call Schedule for Estimators & Crew
- Daily meetings (in afternoon)
- Keep an eye on legal files
- Large Loss Report updates (sent to Paul Schmidt first week of every month)
- Oversee PSA
- Oversee office and ensure deadlines are being met
- Look daily on Indeed

KNOWLEDGE AND SKILLS FOR THIS JOB

· Postsecondary education an asset.
· Experience working in an administrative role.
· Excellent computer skills.
· Excellent communication skills both verbal and written.
· Must be detail oriented.
· High comfort level working in a diverse environment.

Education:

• Secondary School (preferred)

Experience:

• administrative assistant: 2 years (preferred)
• receptionist: 2 years (preferred)
• Construction: 1 (preferred)

Job Type: Full-time
Pay: $20.00-$23.00 per hour

Benefits:

• Dental care
• Extended health care
• On-site parking
• Vision care

Language:

• English (required)

Work Location: In perso

Please refer the Job description for details