Administrative Assistant

SUMMARY OF JOB

The role of an Administrative Assistant is crucial for ensuring the smooth and efficient functioning of the company's administrative operations. This role involves a wide range of responsibilities that contribute to the overall success of the company:
1. Administrative Support:

- Managing office supplies and equipment to ensure smooth daily operations.
- Maintaining and organizing company records and documents.

2. Communication Hub:

- Serving as a central point of contact between different company locations and departments.
- Coordinating communication between employees, management, and external stakeholders.

3. Scheduling and Coordination:

- Scheduling appointments, meetings, and job assignments
- Ensuring that resources (e.g., equipment, materials, personnel) are allocated efficiently to meet project deadlines.

4. Problem Solving:

- Addressing day-to-day operational issues and finding solutions to keep the operations running efficiently.
- Collaborating with management to implement process improvements.

5. Customer Service:

- Responding to customer inquiries, addressing concerns, and ensuring a high level of customer satisfaction.
- Assisting with the resolution of customer issues or complaints.

6. Financial Support:

- Assisting with basic financial tasks such as invoicing, expense tracking, and payroll coordination.
- Collaborating with the finance department to manage budgetary requirements for office operations.

7. Employee Support:

- Responsible for the onboarding process for new employees, including paperwork and orientation.
- Managing employee records and personnel files, ensuring compliance with HR policies.

8. Office/Building Maintenance:

- Overseeing the cleanliness and maintenance of all offices and buildings.
- Coordinating repairs and maintenance as needed.

9. Data Management:

- Maintaining databases and spreadsheets related to projects, clients, and employees.
- Generating reports and providing data analysis as required.

10. Compliance and Documentation:

- Ensuring that the company complies with all relevant regulations and safety standards.
- Managing documentation related to permits, licenses, and certifications.

11. Crew Lead Supervision
- The Administrative Assistant will actively monitor the performance and efficiency of the Crew Lead by ensuring adherence to their responsibilities and collecting relevant reports

In summary, the Administrative Assistant plays a pivotal role in supporting the administrative, communication, and operational functions. This role requires strong organizational, communication, and problem-solving skills to ensure the company operates smoothly and effectively.

Daily Tasks (8-1):

- Help answer phones through the day
- Daily Attendance
- Look over reports daily and ensure follow-ups on missing information
- Random Job Review Daily (1 per estimator)
- Assist estimators with setting up inspections when requested
- Assist Paul Schmidt when requested/required
- Assist office team when needed
- Oversee On Call Schedule for Estimators & Crew
- Daily meetings (in afternoon)
- Keep an eye on legal files
- Large Loss Report updates (sent to Paul Schmidt first week of every month)
- Oversee PSA
- Oversee office and ensure deadlines are being met
- Look daily on Indeed

REPORTING RELATIONSHIPS
- Office Manager will report to the President

KNOWLEDGE AND SKILLS FOR THIS JOB
- Postsecondary education an asset.
- Experience working in an administrative role.
- Excellent computer skills.
- Excellent communication skills both verbal and written.
- Must be detail oriented.
- High comfort level working in a diverse environment.

**Education**:

- Secondary School (preferred)

**Experience**:

- administrative assistant: 2 years (preferred)
- receptionist: 2 years (preferred)
- Construction: 1 (preferred)

Pay: $20.00-$23.00 per hour

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Vision care

**Language**:

- English (required)

Work Location: In person