Administrative Assistant

3 months ago

Brockville, Canada Carmichael Engineering Ingénierie Carmichael Full time

With us, it's always about people

Innovation, excellence, integrity and determination are just some of the core values on which Carmichael is founded. These enduring values serve as guiding principles that have allowed us to thrive as a service provider of HVAC thermal systems for 100 years.

Carmichael is a place where your experience will be valued and respected. If you've ever tasted success and are hungry for more, Carmichael is the perfect place to satisfy your appetite for success.

This is a full time position of 40 hours per week, working on-site in our Brockville location on a variety of Administrative and payables tasks.

**Administration**
- Coordinating mail, courier, shipping and receiving of parts, Order filters and parts as requested
- Assist in planning of technical training.
- Ensure each technician is holding valid license and certifications, and coordinate license update when needed as required (i.e Fall arrest, first aid, confined spaces etc..)
- Order office, breakroom and bathroom supplies
- Order business cards and sales support items as requested
- Update the on-call schedule and maintain daily attendance
- Enquire parts pricing and availability when requested
- Customer invoicing preparation (review work-orders for billing).
- Coordinating mail, courier, shipping and receiving of parts, Order filters and parts as requested
- Acting as a backup for the Office administrator with Dispatch and other administrative tasks to support the department.

**Accounts Payable**
- Review and Prepare all Accounts Payable incoming paperwork
- Process all Accounts Payable invoices in our Accounting Systems (Maestro/M-Files)
- Reconcile all Accounts Payable Statements
- Prepare expense claims for employees and send to HQ for further processing
- Verify credit card statement vs Purchases and send to HQ for further processing
- Complete other supporting accounting tasks and functions as required.

**Requirements**:

- Administration or finance diploma or similar education is required.(Work experience in place will be considered).
- More than 2-3 years’ experience in a similar role, preferably in the construction industry
- Friendly and positive manners.
- Must be able to work in a fast paced environment.
- Must be able to multitask.
- Excellent oral and written communication skills.
- Excellent interpersonal communication.
- Computer knowledge, Microsoft Office, good working level for Word, Excel, and Outlook.
- Health and Safety is a core paramount value of Carmichael Engineering. Given the importance of keeping one another safe, you are expected to comply with our Health and safety policies at all times and client Health and Safety policies when working at client locations. _

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