Job Description

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

REPORTING RELATIONSHIPS

Office Manager will report to the President

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 person