Administrative Assistant
3 weeks ago
This position will coordinate office activities and complete clerical tasks while providing assistance to the Project Managers (PMs) in daily operations, including properly scheduling and allocating resources, and ensuring the best customer service is provided.
Duties for this position include:
- Greeting customers and answering phones, as needed.
- Corresponding with clients, subcontractors, adjusters and internal staff on a daily basis.
- Reviewing daily mail folder and correlating invoices to specific jobs.
- Reviewing and adjusting employee time entries on a daily basis.
- Assisting with employee scheduling.
- Ordering supplies and office equipment.
- Issuing employee and sub trade work orders.
- Creating POs for employees and subcontractors.
- Entering notes, files, and pictures into Xactanalysis
- Updating control points in Xactanalysis.
- Confirming deductibles/deposits and obtaining payment prior to starting projects.
- Sending and receiving Authorization forms, Certificates of Completion, and Quality Questionnaire forms.
- Obtaining pricing from vendors and subcontractors.
- Registering Notices of Project.
- Assisting PMs with ordering materials for multiple job sites.
- Assisting PMs with scheduling subcontractors and equipment rentals.
- Participating in PM meetings.
- Assuming administration of projects when PMs are unavailable, or on holiday.
- Supporting the management team in delivering superior customer service.
- Identifying and communicating opportunities for improved service and efficiency.
- Completing other duties as assigned
**Job Types**: Full-time, Permanent
**Salary**: From $18.00 per hour
**Benefits**:
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care
Flexible Language Requirement:
- French not required
Schedule:
- Day shift
- Monday to Friday
Work Location: In person
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