Administrative Assistant

2 weeks ago

Halifax, Canada James Proper Care DKI Full time

**Role Summary**: The Project Manager Assistant provides support to the Project Manager by providing administrative support related to any and all projects. The position’s main duties are to ensure the continuity and efficiency of each project from start to finish through clear communication to all parties involved. The Project Manager Assistant handles multiple projects within a fast-paced environment and is open to constant changes and challenges. The project manager assistant will be highly organized and able to manage multiple projects at once in the absence of day-to-day guidance.

**Responsibilities**:

- Confirm deductibles and obtain payment prior to starting repairs, and/or schedule and request progress draws from clients for larger projects, as required by Management
- Review construction plans for compliance with all applicable codes, regulations, and ordinances (plumbing, mechanical, electrical, structural, etc.) and/ or consult with engineers
- Secure approved estimate and signed authorization from client prior to project start.
- Ensure proper trade selection and trade management. Co-ordinate construction trades and emergency crews.
- Obtain building permits when required. Schedule Building Department Inspections and maintain Building Department reports and directions as required
- Maintain consistent communication with home and business owners, insurance adjusters, property managers, policy holders, tenants, sub-contractors, etc. on all aspects of emergency and restoration projects
- Assist in the resolution of change requests, unforeseen additional work, and other issues. Ensure proper documentation of all changes to original estimate are secured, specifically written and signed change orders
- Follow document file processes as set out by client service level agreements and in-house requirements
- Ensure compliance with Company Health & Safety policies, procedures, and reporting requirements
- Meet or exceed pre-set profit margins on each job
- Obtain inspections when completed
- Ensure project documents are complete and current
- Ensure Certificate of Completion is secured and filed prior to close of project
- Provide Project Management Team with weekly claim status reports for files and KPI updates for all clients and projects
- Manage project budget/estimate. Ensure timely and accurate invoicing, and monitor receivables for each project. Analyze project profitability, revenue, margins, bill rates, and utilization
- Audit all jobs to ensure targets are met before invoicing.
- Provide project accounting support, assist with approvals for Accounts Payable processing and client invoicing, budgets, and estimates.
- Assist in Accounts Receivables review and follow ups as required, in conjunction with Finance Department.
- Learn industry estimating software (Xactimate and Symbility)
- Develop and maintain relationship with Project Managers, Project Management Team, Adjusters, Insureds, and others as required.
- Build relationships with sub-trade base; source new sub-trades for general and specialty services; keep sub-trades informed of changes to requirements.
- Perform job management reviews with Project Managers on a weekly basis.
- Provide Project Management Team with weekly claim status reports for files and KPI updates for all clients and projects.
- Send out customer surveys, warranties, and ensure signed documentation of all work completed.
- Initiate contact with new adjusters and send out Company Introduction and Information Package.

**Skills/ Competencies Required**:

- Minimum of 2 years progressive work experience in an Administrative role, preferably within the restoration industry.
- Excellent grasp of entire Microsoft Office suite.
- Experience in QBO, Xactimate, Optimizer an asset.
- Confidence and professionalism to communicate effectively with clients, subcontractors and peers.
- Self-motivated with the ability to take initiative and work in a fast-paced environment, handling competing demands.
- Highly organized and a stickler for detail.
- Ability to work under mínimal supervision/direction as well as part of a team, sharing information with others.
- Team player who takes initiative to ensure that goals are met.
- Excellent verbal and written communication skills, grammar, spelling, etc.
- Ability to produce quality documents quickly and to company standards.
- Proven ability to handle a variety of administrative tasks with conflicting deadlines.
- Excellent telephone manner

**Salary**: $18.00-$25.00 per hour

Expected hours: 42.5 per week

**Benefits**:

- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care

Schedule:

- Monday to Friday

**Experience**:

- Office: 1 year (preferred)
- Administrative experience: 2 years (preferred)

Ability to Commute:

- Halifax, NS (required)

Work Location: In person

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