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Office Administrator
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Pennecon is a leading provider of integrated solutions throughout the heavy civil, industrial, services & maintenance, and marine industries.
Reporting to the Operations Manager, the Office Administrator 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.
**Position: Office Administration**
**Location: Dartmouth, NS**
- Provide general administrative support to the Operations Team, including preparing job bids / submission, scheduling meeting, and arranging travel;
- Assisting 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, while acting as the primary backup to this role;
- 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. As necessary, design a new encompassing job folder structure that facilitates the capture and retention of all quoting information, field reports, time reports, and invoicing;
- Monitor the phone system for PHS, filling the capacity of receptionist.
- Various other administrative duties.
Experience with Microsoft Office suite with good working knowledge of accounting IT systems is an asset.
