Office Operations

3 weeks ago

London, Canada Classic Fire + Life Safety Full time

**Company description**

**IT STARTED WITH A COMMON MISSION - TO PROTECT PEOPLE**

This mission is the reason why two organizations joined forces in 2021 to create Classic Fire & Life Safety - comprising the strength of all partners, united in one, clear mission.

In June 2021, Classic Fire Protection and FCFP began a journey to come together to create a new, stronger partnership with the intention of continuing to grow with and through new partners if and when the decision to do so would be beneficial to stakeholders - partners, employees and, most critically, customers.

Supported by our values and leadership team, forged by our shared history, we’ve become the contractor of choice for high quality, professionally installed, inspected and serviced fire and life safety systems and equipment - solutions that play an essential role to ensure the safety of both our clients’ facilities and the people inside.

**JOB DESCRIPTION**

The Office Operations & Documentation (OO&D) Administrator is motivated, with a strong technical and administrative focus to support the company’s field service operations. The OO&D Administrator will be responsible for reviewing and delivering documentation from the reporting system and ensure the customer journey meets expectations. This position will require an ability to work effectively with other departments such as field services, continuous improvement, scheduling, accounting, IT and Sales. The OO&D Administrator will support back office administrative functions and provide quality control support to ensure accurate and complete documentation records. This job description is to be used as a guideline only and may not incorporate all functions of the job.

The OO&D Administrator is a full-time, in-office, position who is responsible for, but not limited to the following tasks:
**PRIMARY ACCOUNTABILITIES**
- Technical and commercial documentation workflow from creation to finalization and records retention including:

- Opportunity verification/quality-check for service contract and service order creation
- ERP service contract establishment by client and service order type
- Service order and documentation preparation for field staff to complete in accordance with the scope of work
- Inspection report framework establishment
- Purchase order creation
- Verification of final service order and inspection report accuracy
- ERP service contract and service order input/output workflow
- Closeout documents
- Maintain ERP dashboard targets in: OO&D, Service WIP, Customer Care, Client Advocate, and Service Order Flow
- Collaborate with accounting to resolve any issues with invoices and purchase orders, assist with the creation and submission of billing
- Work with site leads and operational managers to rectify workflow issues as required

**SECONDARY ACCOUNTABILITIES**
- Ensure client records are accurate and updated in our ERP, inspection reporting platforms, network drives and files
- Work with sales to establish client accounts
- Work with Service Managers weekly on “Work In Progress” reviews
- Provide OO&D status updates to your Supervisor/team
- Support reception for phone coverage on an as needed basis

**SYSTEMS AND APPLICATIONS**
- Work daily within our ERP, service documentation systems, repository folders and invoicing
- Understanding of ERP financial systems and management reporting

**SKILLS AND ATTRIBUTES**
- Strong attention to detail and record keeping
- Able to process documentation and understand completeness formatting and consistency requirements
- Ability to prioritize work, and meet customer deadlines
- Good interpersonal skills with staff and customers, working both in a team and independently
- Strong time management skills and ability to work in a fast paced environment in a quickly evolving industry
- Working knowledge of service processes and reporting

**QUALIFICATIONS**
- Minimum 3 years’ experience in administrative support services position
- Working knowledge of Fire & Life Safety codes, standards and systems would be considered an asset

**_
Classic Fire + Life Safety Inc. (Former FCFP & Classic Fire Protection) is an equal opportunity employer. At CFLS, we recognize the value of fostering a diverse, equitable, and inclusive organization and are committed to eliminating barriers faced by members of equity-seeking groups. Our DEI vision is to build an organization where everyone has access to the same opportunities, experience equitable outcomes, and can thrive and reach their full potential. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation (including, but not limited to, an accessible interview site, alternate format of job posting) during the recruitment and selection process, please let our Recruitment team know._

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