Service Administrator

3 weeks ago


Edmonton, Canada Startec Full time

Startec Refrigeration Services is a thriving privately owned company headquartered in Calgary that produces custom mission critical compression and refrigeration systems for a variety of industries. Startec devotes their industry leading expertise in refrigeration & compression technologies to solve their clients’ most technically challenging needs. We create reliable solutions for extreme operating conditions and provide exceptional service, which is a cornerstone of our business.

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REPORTS TO**:* **Regional Manager
**DURATION**: **One year maternity leave coverage

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SUMMARY: *
The Service Administrator contributes to the efficient day-to-day operations of the Startec office, and supports the work of management, sales staff, mechanical staff, and other office staff.

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JOB RESPONSIBILITIES: *
- To provide administrative support to management and to other staff
- Preparation and data entry for reporting requirements as required.
- Provide backup support to the coordinator when required
- Ensure that necessary office and coffee supplies are on hand
- Meeting and function planning as required
- Maintain photocopier/printer/fax/scanner
- Adherence to corporate core values and to act in accordance with the Startec Safety Program

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JOB DUTIES: *
- Handle general phone inquiries in a professional and courteous manner
- Support the invoicing process through the following:

- day-to-day billing and reconciliation of invoices
- time sheet entry
- forward time, packing slips, bills of lading, other paperwork to Calgary
- preparing job files for Service Manager approval
- invoicing approved jobs
- Greet visitors to the organization in a professional and friendly manner
- Sort incoming mail, faxes, and deliveries for distribution
- Data entry and upkeep of the organization’s databases, ensuring a high level of accuracy
- Analysis and preparation of annual service contracts and contract renewals for clients
- Sales administrative support through update of the quote registry and electronic filing of quotation materials
- Proofread and type correspondence for sales and management staff as required
- Take notes during staff meetings; write minutes as required and distribute to staff
- Schedule safety courses as required
- Prepare outgoing mail and courier packages.
- Preparation of reports for distribution to team
- Liaise and manage office cleaners, alarm company, coverall provider and office equipment maintenance organizations
- Prepare and set up for safety meetings with proper documentation
- Liaise with landlord to coordinate building maintenance requirements
- Complete other duties as assigned or required.

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REQUIREMENTS: *
- Microsoft Windows operating systems; Microsoft Office Suite, Outlook and ERP systems.
- Proficient at typing - 50+ words per minute.
- High School Diploma
- 2 years administrative experience in a service office
- Business Administrative certificate or diploma an asset

We offer competitive wages, training, flexible, dynamic, and exciting work environment.

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**Job Type**: Contract


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