Administrative Coordinator
3 weeks ago
Pennecon is a leading provider of integrated solutions throughout the heavy civil, industrial, services & maintenance, and marine industries.
The Operations Assistant will have a diverse role, overseeing all general office administration functions for this fast-paced, dynamic organization including a wide variety of financial, procurement and operational activities.
Key Responsibilities:
- Provide general administrative support to the Operations Team, including preparing job bids/submissions, scheduling meetings, and arranging travel;
- Assist Document Control and issuance of documentation to both vendors and customers;
- Maintain an up-to-date, complete and systematic filing system to support operations;
- Support the PHS Operations team, including filing, travel arrangements, formatting reports, etc.
- Assist the PHS Managers/Leads to ensure Field Service Reports are accurate, purchase orders are in place, etc. to ensure timely invoicing of service-related projects;
- Assist the PHS Shipper/Receiver as needed to ensure timely and accurate inventory management;
- Oversee the administration of the Intelex Quote Log with the objective of maintaining the quality and relevancy of data contained within the tool;
- Ensure that Intelex can produce accurate backlog and pipeline reports as needed to support operational reporting requirements;
- Assist in the development of Job Quotes and preparation of proposals and tender responses;
- Develop various operational reports as requested by the Operations Team, including Pipeline and Backlog reports;
- Following notification of a successful quote, set up Job in Intelex and Maestro to raise work orders within Maestro and ensuring communication within the team;
- Ensure all jobs folders are set-up in a consistent fashion, while guiding team members on their appropriate use;
- Monitor the phone system for PHS, filling the capacity of receptionist.
The ideal candidate will have 3-5 years proven experience in an office administration capacity with experience working in a technical or specialty services office environment. In addition, candidates would have a diploma in Office/Business Administration or an equivalency of education and work experience with excellent organizational, communication and computer skills.
Experience with Microsoft Office suite with good working knowledge of accounting IT systems is an asset.
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