Administrative Assistant Supervisor

7 days ago

Coquitlam, Canada Penfolds Roofing & Solar Full time

Penfolds Roofing & Solar is looking for a passionate customer service/administrative professional to join our team as a Administrative Supervisor. This individual will be responsible for ensuring a great customer experience for all that call in, while also supporting the company with administrative needs.

We are a family run company, and every employee becomes a part of that family. We have a very relaxed atmosphere where jeans are the norm, and exciting company events are a regular occurrence. However, our customer focus and true professionalism is what separates us from the rest.

**What we will give to you**
- Competitive salary
- 3 weeks vacation
- Extended Health and Dental benefits
- RRSP matching program
- Social and volunteer activities

**Admin Responsibilities**
- Supervising the Administrative team and assisting with questions and concerns.
- Completing basic administrative tasks
- Taking payments
- Creating invoices
- Entering client inquiries
- Sending client invoices
- Daily accounts receivable reconciliation
- JOHS Co-chair
- Assist with organizing company events
- Assist the Administrative Manager with tasks as needed such as
- Lien placement and removal.
- Recording and managing the Production line phone greeting.
- Managing the Angel answering service relationship and the phone line answering hours
- Interviewing potential new team members for the administrative team
- Coordinating decaling of pre bought clothing
- Managing the clothing order
- Approving office supply purchases under $300
- Soliciting donations from suppliers at the holiday
- Commercial Invoicing.
- completing monthly accounts receivable reports.
- Assisting the HR/Safety Department with non-confidential admin tasks such as
- Updating Subcontractor WorksafeBC Clearance letters
- Uploading subcontractor documents to file
- Enrolling new employees in safety training and auditing employee training records monthly to ensure compliance.

**Fleet Responsibilities**:

- Managing the Fleet list to maintain accuracy.
- Liaison between our Fleet providers and the company members.
- Arranging vehicle appointments (Glass, maintenance, propane, bodywork etc.) and coordinating spare vehicles as able and needed.
- Completing vehicle inspections and signing vehicle agreements when vehicles are given to a new driver.
- Supervising the onboarding of new vehicles (Decaling, ladder racks, shelves specifications).
- Cleaning and moving vehicles as needed.
- Completing any ticket (parking, red light) transactions, communicating to payroll and tracking
- Manage spare vehicle keys
- Managing the annual Insurance document distribution.

**Requirements**:

- 3+ years of customer service experience
- Experience in payment processing and invoicing
- Experience with client communications via phone
- Excellent communication skills and the ability to articulate clearly the needs of each department
- Efficient time-management skills
- The ability to manage multiple projects while effectively prioritizing tasks as they come
- Intermediate user of Microsoft Office (Word, Excel, Outlook) considered an asset
- Diploma or Degree in related field considered an asset
- Experience dealing directly with customer is considered an asset
- Experience in hospitality considered an asset

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