Executive Assistant
3 weeks ago
Actual Landscaping has expanded consistently over the past 30 years and is well established as a large-scale commercial landscape company. We provide quality commercial landscape construction, civil installations and environmental restoration projects around the Lower Mainland and Fraser Valley.
As we continue to expand we are looking to add to our head office team with an estimator and project coordinator.
**Job Description**:
COORDINATION
- Job folder organization and administration
- Ordering of site drawings
- LOIs to vendors to secure pricing / schedule for lead times
- Soil analysis
- Safety package to site
- Plant approvals - city and architect
- Prep supervisor package
- Submittal packages for approval
PROJECT ADMIN
- Confirm billing procedures for extras with accounting and review with supervisor on site
- Certificate of insurance
- WCB - clearance letter to customers
- Ensure all subtrade documentation on hand (COI, WCB clearance)
- Tracking all extras
- Tracking site furnishings purchases / larger purchases, lead times and invoicing prep
- Budget reporting - bi weekly report to ensure budget is accurate with accounting
MATERIAL ORDERING
- Creating PO for purchase in sage or updating PO as needed
- Communicate order details to site as needed
ESTIMATING
- Quoting extras for current jobs, depending on workflow, take on quoting for smaller projects to assist Sr. Estimator.
- Keep current vendor list accurate with contact information
- Update quote tracker
SALES
- Support with residential sales
- Cold calling potential customers
- Sending our company profile
- Arranging meetings with prospective clients and management
**REQUIREMENTS**:
- Firm understanding of Microsoft Excel, word and outlook
- Familiar with Planswift and Sage 100 an asset
- 2 years experience in an administrative role
- Highly organized multi tasker
- Strong interpersonal skills to assist supervisors on site and make arrangements with vendors and customers
**Job Types**: Full-time, Part-time, Permanent
Part-time hours: 30-40 per week
**Salary**: From $26.00 per hour
**Benefits**:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Flexible Language Requirement:
- French not required
Schedule:
- Monday to Friday
Supplemental pay types:
- Overtime pay
Work Location: In person
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