Administrative Assistant

**ABOUT US**:
Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical, casinos, hotels, hospitals, schools, and themed entertainment.

The company is headquartered in Niagara Falls, Ontario, and maintains full-service regional offices in Hamilton, Toronto, Port Robinson, Oshawa, Tiverton, Kingston, Sarnia, and Thunder Bay.

With a strong commitment to health, safety, and the protection of the environment, E.S. Fox Limited has earned a reputation as a people-first, environmentally conscious, socially responsible constructor.

The **Port Robinson, ON** office is looking for an organized, detail-oriented and professional** Administrative Assistant** to join the team.

**SUMMARY OF THE ROLE**:
Reporting to the Area Manager, the Administrative Assistant will provide administrative services including reception duties, purchasing activities, timesheet administration, records and project controls in addition to other administrative responsibilities, as required.

**KEY RESPONSIBILITIES**:
**General Administrative Duties**

**Fabrication and Corporate Engineering**:

- Responsible for all front desk/reception activities including the accurate and timely routing of telephone calls
- Maintain front desk security including log books, visitor badges and visitor orientation forms
- Maintains office equipment and supplies, including stationary, telephones, photocopiers and fax machines
- Responsible for booking and maintaining the boardroom schedule, in addition to placing food and beverage orders for meetings as required
- Opens and routes incoming mail
- Prepares outgoing mail and couriers
- Prepares letters and various correspondence, as necessary
- Tracks and submits vacation forms for processing
- Copies and maintains files
- Ensures any required seniority tracking is maintained
- Updating the emergency evacuation headcount report
- Coordinate the submission and reimbursement of safety equipment via the payroll department
- Ensures responsibilities and accountabilities are carried out in a safe manner in accordance with E.S. Fox Limited safety policy/procedures, ISO 18001 standards and OHSA requirements
- Ensures that environmental aspects within his/her scope of responsibility are adhered to, in order to maintain an efficient operating site office

**Fabrication**:

- Administers office operating practices such as record keeping systems, forms control and office layout
- Receives and posts tender documents
- Assures completeness of proposals before submission to the client or other company divisions
- Files estimate/proposals prior to submission to the client or other company divisions
- Record keeping and filing of change orders, where required
- Distribute and upload weekly toolbox talks
- Provides information to and receives information from Customers, Suppliers, and Project Managers
- Exercises solid judgment and assumes responsibility for decisions, consequences and results

**Corporate Engineering**:

- Maintains Profit and Loss records
- Logs estimates, schedules Outlook reminders, prepares external quotes and maintains production log as directed by the Corporate Engineering Director
- Maintains and updates Area manuals and procedures, as required
- Maintains field and shop work sheets and submits to Head Office, as required

**General Training Administrative Duties**:

- Coordinates the new hire paperwork and training of new or returning employees
- Maintains the indoctrination and training matrices (for both Area 2 and 12) which includes but is not limited to:

- Add or removing position titles
- Add or remove Quality Assurance manuals and/or procedures
- Coordinate with the Quality Assurance Manager to arrange in-class training, as required, which may include:

- Ensuring all required personnel are available for the training (which will involve consulting the Area Manager to determine dates and times)
- Booking an appropriate boardroom to conduct the training
- Ensuring that a Qualified Trainer is used to conduct the training
- Preparing the training record for all attendees to sign
- Printing and providing the training tests to the trainer for administration to all attendees
- Maintaining any computer-based or in-class courses that are specific to only Area 2 and/or 12 employees as they are completed.
- Uploading the contractor/worker training records to a shared training database

**KNOWLEDGE AND EDUCATION REQUIREMENTS**:

- Completion of a College Diploma in Business Administration or a related field
- Demonstrated working ability in MS Word, Excel, Visio, PowerPoint, and Outlook

**SPECIFIC EXPERIENCE AND SKILLS**:

- 3-5 years of experience working within an Administrative role is required
- Experience working within a