Sales & Operations Coordinator (Contract)

3 months ago


Stoney Creek, Canada Chair-man Mills Full time

Regal Tents & Structures a division of Chair-man Mills is currenting seeking a contract role for a Sales & Operations Coordinator.

**POSITION OVERVIEW**

General assistance and coordination for the Sales & Operations Departments, as well as providing full administrative support for the front office.

**KEY RESPONSIBILITIES**

**Operations and Project Coordination**
- Follow up with Account Managers/Project Managers to ensure outstanding items are addressed prior to the start of a project (site layouts and contacts, locates, permits, etc.)
- Create job binders for each job (site drawings, maps, contact lists, permits, proof of cable locates)
- Book and call off heavy equipment rentals for all jobs, managing all PO’s, invoicing and discrepancies
- Schedule and follow-up on underground locates through Ontario One Call or private locating companies
- Revise site drawings to meet the needs of locators or confirm appropriate person for site meeting
- Ensure locates are complete (with all required information) and flag any potential issues to the Operations Manager
- Book flights, hotels and car rentals as directed
- Create or collect accurate site drawings for crew; completing any revisions as needed

**Building Permits and Engineering**
- Revise site drawings and other documents to meet the needs of the building department
- Submit drawings to engineer for seal, requesting CTR when necessary
- Have a detailed understanding & documentation of permit requirements for major municipalities in Ontario
- Understand Building Permit procedures and pricing for other cities in Canada and in the US
- Confirm Engineer Review date and time with Operations and Sales, and schedule with engineer
- Upon receipt of an approved Building Permit, provide necessary details to the Engineer
- Arrange for municipal inspections for tent permits

**Administration**
- Answer telephones
- Meet and greet visitors. Keep the sign-in log up to date
- Check mail and distribute as needed
- Update auto-attendants messaging when required, review evening/weekend messages
- Ensure phone system is in working order, contact service when needed
- Assist in Scheduling FedEx shipments for pick up/delivery through online system
- Purchase cleaning supplies as needed
- Check fax receiving file for all incoming faxes. Distribute to appropriate staff
- Contact AOS Group for all service calls and to order needed ink and supplies
- Maintain minimum / maximum business supplies for office and bathroom supplies
- Purchasing of office items as needed
- Running local errands and purchasing items as needed

**Special Projects**
- Assist with various special projects as needed
- Any other duties requested by Office Manager or Operations Manager

**QUALIFICATIONS**
- Experience working with Projects, logistics or similar
- Must have 3-5 years in administration
- Must have a valid driver's license and access to a reliable vehicle
- Highly detailed and organized, and able to multi-task
- Experience working in a fast-paced environment, managing multiple projects at a time
- Team focused. Though you are a self-starter, you are also comfortable building consensus and getting others involved in major decision making
- Must have relevant experience in Microsoft Office
- Creative and strategic thinker with strong problem-solving skills


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